Administration Guide. Release 6.6. Issue 1

Transcription

1 Administration Guide Release 6.6 Issue 1

2 This documentation and software described herein is copyrighted. Under copyright laws, neither the documentation nor the software may be copied or reproduced in any fashion, except where explicitly stated and with the prior written consent of C2C Systems Limited. Although C2C Systems Limited have tested and validated the software and reviewed the documentation, C2C Systems make no warranty or representation, either express or implied with respect to this software or documentation, the quality, fitness for purpose or merchantability, as a result this software and documentation are licensed as is, and you the licensee are assuming the entire risk as to their quality and performance. All C2C Systems Ltd products are trademarks or registered trademarks of C2C Systems Ltd. Microsoft, Windows and Office are registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other brand and product names are trademarks or registered trademarks of their respective holders. C2C Systems Limited reserves the right to modify the specification of ArchiveOne at any time. This document was generated on March 5, Page 2 of 157

3 Contents 1 Introduction 7 Product Overview 7 Components 9 New Features 10 2 Quick configuration and installation 19 3 Preparing for installation 21 Environment 21 Grouping Mailboxes into Repositories 21 Sizing 22 Choosing a Search and Retrieval Website location 24 Client Components 25 4 Installation 26 System Requirements 26 Installing the Service 29 Requirements for installation 32 Group Selection 33 Account Selection 34 Perform System Preparation 34 Post-install steps 34 Installing Admin 35 Installing a Storage Manager 36 Amazon S3 37 CA BrightStor ARCserve Backup HP OpenView Storage Data Protector 38 QStar 38 EMC 2 Centera 38 PowerFile PoINT 39 PoINT for other hardware 39 BridgeHead HT Data Repository 40 Any drive-mapped storage manager 40 Installing the Search and Retrieval Website 40 Installing the Message Link Form into Outlook 41 Installing the PST Processor 42 Installing Quick Link 42 Installing the Laptop Client 43 Using non-english language environments 44 Managing DCOM and firewall security 44 5 Getting Started 47 Basic Configuration 47 Basic Archiving 49 Basic Searching 50 Page 3 of 157

4 6 Using ArchiveOne 51 Status Node 51 System Health Node 51 Mailbox and Journal Repositories Nodes 52 Mailbox Manager Node 54 Public Folder Manager Node 55 Policies Node 56 Archive Searches Node 58 Archive Updates 61 Investigations Node 62 Tag Definitions Node 62 Auto Tag Node 63 Coupled and Uncoupled PSTs Nodes 63 Recycle Bin Node 66 Roles and Users Node 67 Custom Properties 67 The Search and Retrieval Website 68 The PST Processor 69 PST Migration 73 Retrieving Public Folder Items 74 Preparing for Offline Synchronizing 74 Advanced Auditing 76 Browse Archive 76 Configuring SQL Server 77 Client Settings 78 7 Using Client Components 79 Quick Link 79 The Laptop Client 79 8 Roles and Users Management 81 Roles and Users introduction 81 Adding and deleting users in the Users Group 82 Assigning roles for users 82 Creating and deleting roles 82 Defining roles behavior 83 Overrides 84 Defining the mailbox search list 85 Import and export 85 Other administration issues 86 9 Status Configuration Pages 88 License Page 88 System Optimization Page 89 Retrieval Folder Page 90 Search URL Page 91 OWA Configuration Page 92 Mailbox Folders Page 93 Server Data Location Page 94 Offline Archive Page 94 Audit Server Page 95 Other Pages 95 Page 4 of 157

5 10 Mailbox Archiving Wizard Repository Configuration Pages 101 Repository Name Page 101 Storage Manager Page 102 Index Location Page 103 Archive Location Page with no Storage Manager 104 Archive Page with a Storage Manager 105 Rate Control Page 106 Retention Page 107 Other Pages Defining Policies 108 Policy Definition 108 Policy owning role 109 Search criteria 110 Where to search 115 When to search 116 When to stop 117 Actions Examples of Policy Functionality 122 Drag and drop archiving 122 Tidy retrieved messages Instant Message archiving Federated Search Web Administration 125 Dashboard 125 Legal Console 126 Audit Console Advanced Discovery Index Optimization Long-term Configuration 130 Security 131 Restoring the Index 131 Multi-server Licensing 131 Moving the ArchiveOne Service, Exchange server or a repository 132 Service account password management 132 Environmental changes 133 Exchange permissions 133 Single Instance Storage ArchiveOne Express Exchange Journal Archiving 136 Compliance Capture using Journaling ArchiveOne for ArchiveOne Compliance Users 137 Page 5 of 157

6 Appendices A Supported Configurations 138 General points 138 ArchiveOne Service 138 ArchiveOne Admin 138 Configuration matrix 139 Supported versions of Adobe PDF IFilter 139 B Licensing 141 C Data Files 142 D Event Scripting 143 Events 143 Example 145 E Event Log Entries 146 F Database Tables 149 G The Integration Framework 150 H Diagnosing Problems 151 Throttling Policy 153 I Getting Support 155 J Other Products from C2C Systems 157 Page 6 of 157

7 1 Introduction Product Overview ArchiveOne provides Exchange Administrators with the tools they need to maximize efficiency and reduce the costs of growing Microsoft Exchange environments while complying with internal or government policies. Built on a simple and flexible design, its extended management capabilities allow businesses to govern their data. It is designed for the real world where data resides not just in Exchange or Office 365, but also on network file servers and end user systems in the form of PST files where it is not feasible to archive all data before enforcing retention or searching messages. The real world approach of ArchiveOne separates it from the competition because it aligns with the needs of the business today and tomorrow. ArchiveOne seamlessly integrates with Outlook and Outlook Web Access (OWA) and the majority of customers are installed, configured and ready to archive in one day, in fact many refer to it as a set and forget solution. End users can access archived data from their Outlook or OWA folders, even when offline, and in the event that an archived message is deleted, they can search the archive from an integrated web-based search portal. With end users also able to access archived message from mobile devices, ArchiveOne really does provide a transparent end user experience. Benefits at a glance Integrated platform for archiving, compliance and search Page 7 of 157

8 Scales to tens of thousands of mailboxes, across multiple Exchange servers Flexible deployment with on- premise and hybrid cloud options Familiar UI for Exchange Admins Seamless, unobtrusive end user experience and mobile support Compatible with all recent versions of Microsoft Exchange and Outlook Key Features Archive via policy for granular control over data Implement detailed policies to archive, preserve, collect or expire live, PST file and archived data for defensible information management. Archive via Journal for secure capture of communication Securely capture and store communications for some or all members of your business to enforce compliance with government regulations. Hold and preserve data Enforce legal hold on messages, whether in mailboxes, PST files or the archive, to meet the demands of ediscovery Manage PST data and eliminate PST files Discovery, centralize, migrate and eliminate PST data and control all corporate centrally Search live, personally stored PST & archive data Find data and fulfil ediscovery requests without archiving only archive data that needs to be retained Enforce retention & deletion policies Automatically maintain compliance and manage cost of archive Sample live and archive data Proactively monitor business for adherence to corporate policies Product Versions The two versions of ArchiveOne share the same core technology and features: ArchiveOne Enterprise is designed for larger businesses with thousands of mailboxes. ArchiveOne Express is optimised for smaller organisations with up to 200 mailboxes. Deployment Options ArchiveOne has four deployment options. These can be deployed individually or as a unified application: ArchiveOne Policy Policy delivers the functionality needed to archive and manage all data stored in Exchange without impacting end users. Page 8 of 157

9 ArchiveOne Policy enables IT Administrators to execute archiving and management policies against data in-place, to reduce storage capacity, improve server performance, enforce regulatory compliance, enable ediscovery, and more. The ability to manage data where it resides separates ArchiveOne Policy from competitors because it aligns with existing IT processes and infrastructure rather than changing them. ArchiveOne Compliance Compliance provides archiving direct from the Microsoft Exchange Journal, maintaining a complete and secure archive of all activity as required by various regulatory bodies. ArchiveOne Compliance enables IT to securely capture , enforce legal hold, and search archive data to manage compliance requirements, as well as fulfil ediscovery request and support Information Governance strategies. When used in conjunction with ArchiveOne Policy, customers benefit from a highly effective archiving and information management solution that reduces server capacity, enforces regulatory compliance, and limits company liability all without any end user involvement. The biggest challenge with managing compliance is ensuring that all communication for every individual to whom the various regulations apply is captured and secured without alteration. With ArchiveOne Compliance, s are systematically captured at the point they are sent or received. There is no possibility of user intervention, alteration, or deletion, either inadvertent or intentional, because the process operates automatically in the background. Users are not required to do anything and their environment is not compromised. ArchiveOne PST Management PST Management extends the functionality of ArchiveOne to include PST files stored on end-user machines and file servers across the organization. PST files pose a unique problem to businesses for many reasons, and these problems are compounded because the scale of the problem is not easily quantified. PST files are usually widely scattered across the organization, and their owners and content are often unknown, so the process to manage them is difficult. The PST Management option provides highly configurable PST capabilities that address the many challenges of managing PST files and the data within them systematically and effectively. ArchiveOne Cloud DR Cloud DR provides a cloud-based disaster recovery option for on-premises archives. It leverages public cloud storage services to provide a level of data protection and disaster recovery that most IT organizations are not able to achieve using on-premises resources alone. Local archives are automatically synchronized with hosted cloud storage for complete data protection and business continuity. ArchiveOne Cloud DR uses Amazon s S3 cloud for storage, and therefore brings Amazon s industry-standard Service Level Agreement for availability and reliability. Components The components in ArchiveOne are: ArchiveOne Service a service that runs on a Windows 2003 or later system and does the archiving by moving messages and/or attachments in mailboxes to storage. The archived data is replaced with links which reference the storage. There is typically one ArchiveOne Service installed per each Exchange site or admin group. Page 9 of 157

10 ArchiveOne Admin Console a program used to configure the actions of the ArchiveOne Service. This can be installed and run by anyone running a suitable Windows PC who is in the defined list of users allowed to use it. Please reference Chapter 4 Installation for more information. A Web site (Search and Retrieval Website) to allow users to search the archives of their own mailboxes, or mailboxes they have been granted access to, and to retrieve archived mail. A PST Processor application that discovers and processes PST files. This application can be run either from each computer with an active Outlook session, or from a centrally located server. Quick Link Client, an optional component that can be deployed to user PCs that enhances the integration of archive retrieval into Outlook Laptop Client, an optional component that can be deployed to laptop users to allow them to keep a copy of their archived messages on their laptop when they are disconnected from the network. ArchiveOne Index Optimization Service, which performs background optimization of repositories to speed up index searches. ArchiveOne Case Manager Service, which assists with Advanced Discovery operations. ArchiveOne Monitor Service, which runs alongside ArchiveOne Service and ensures it is running. If the ArchiveOne Service encounters any problems and shuts down, then ArchiveOne Monitor Service will restart it and re-run whatever activity ArchiveOne Service was doing at the time. Optionally, you can also install third party storage management software, not supplied by C2C Systems, to write archive data to a storage system such as an optical disk jukebox or a SAN. This is not necessary if you are writing archive data to locally connected hard drive or storage that emulates a locally connected hard drive. New Features ArchiveOne 6.6 has added: Combines the features of ArchiveOne Enterprise (Policy) and ArchiveOne Enterprise (Compliance) Full support for Exchange being in a hybrid configuration, where some mailboxes are online and some on premises Support for Windows Server 2012 R2 and Windows 8.1 Support for journal archiving to journal repositories Tags can be added to archived items for ease of identification and retrieval and to prevent deletion Sampling has been incorporated into Archive Searches rather than being a separate node Archiving can be optimized for performance or storage During first time configuration, you can choose whether to run the Quick Start or Advanced configuration process When running the Legal Console (in Web Administration web portal) you can specify the type of repositories to search - mailbox or journal When retrieving mails (from Admin) or previewing (from Legal Console) if the mail is a journal envelope it will be the mail inside the envelope which is retrieved or previewed ArchiveOne Enterprise (Policy) has added: Page 10 of 157

11 Support for Exchange 2013 Support for Exchange Online and Office 365 Support for Exchange Resource Forest and Cross Forest topologies AOneSearch website now more reactive AOneSearch website data now more responsive to changes made in ArchiveOne Admin Performance optimizations during archiving Selected repositories can be excluded from AOneSearch website data New ArchiveOne Deployment Analyzer tests checks for SQL Express database size, CAS and EWS configuration ArchiveOne Enterprise (Policy) has added: Support for Outlook 2013, SQL Server 2012, Windows Server 2012, Windows 8 and Internet Explorer 10 Improved resilience when using Cloud Storage Faster startup of websites Rebuild Browse Archive database for a single repository Improved diagnostic trace management Improved permissions management logic during installation Improved support for Search and Retrieval website used through a table or smart phone More efficient memory use when running very large archive searches (particularly recycle bin purge) More efficient Unarchive ArchiveOne Enterprise (Policy) has added: During index optimization, improved handling of partitions with errors New policy action Change Retention Period PSTs are visually grouped by status ArchiveOne Enterprise (Policy) 6.5 has added: A new user website combining the functionality of searching the archive, viewing a folder hierarchy from the archive and live mailbox search A new service will perform background optimization of repositories Message links will now appear formatted with links to directly retrieve attachments New policy action to archive only the attachments to a message New policy action to archive a message and then delete the original New storage manager supported Amazon S3 cloud storage Page 11 of 157

12 Archive One Admin can be used to review the versions of Quick Link installed on users desktops When Quick Link retrieves a message, it will be compressed on the server and decompressed at the client, making retrievals faster over slow links Web sites and services will be kept activated, making connections faster Improved appearance of Quick Link user interface Several new ArchiveOne Deployment Analyzer tests ArchiveOne Enterprise (Policy) 6.3 has added: Archive searches are optimized to produce faster results for searches containing data criteria or mailbox criteria Policies can be configured to process Exchange 2010 Archive mailboxes PST Processing is configured centrally from ArchiveOne Admin, rather than through command line options ArchiveOne Enterprise (Policy) 6.2 has added: Advanced Discovery (see Chapter 17 Advanced Discovery on page 127), which introduces the following features: Early Case Assessments (ECA, a summary of results) can be created as a result of running a policy or running an archive search Collection (a new policy action) can be used to copy mailbox messages into the archive without creating message links When performing an archive search, results can be retrieved into a repository When uncoupled PSTs are processed, ArchiveOne will attempt to determine who may have owned the PST. It will display a possible owner and confidence level New ArchiveOne Web Admin Dashboard widgets for performance tracking of 1 st and 2 nd stage archiving and retrieval rates New ArchiveOne Web Admin Dashboard widget reporting repository sizes A new policy search criterion recipient matches From, To, CC or BCC A PST can be disconnected from the user s Outlook profile after processing without having to finalize the PST Roles and Rights can be applied to Web Administration widgets System Health results can be saved and deleted, and tests can be excluded ArchiveOne will configure an Exchange Throttling Policy (if the version of Exchange supports it) to allow it to process without being throttled by Exchange A new default policy will be created, to apply Message Link Reconfiguration to every mailbox in mailbox manager When configuring System Health, the details of the SMTP server to use can include advanced authentication details such as encryption type Bates stamping now goes into the body of a message, not the subject Page 12 of 157

13 ArchiveOne Enterprise (Policy) 6.0 SR1 (6.0.1) has added: Amazon Cloud Storage System Health process regular health checks of the system System Health checking during installation Removed requirement for a public folder store Managing Exchange 2010 throttling policies ArchiveOne Enterprise (Policy) 6.0 has added: A web based administration dashboard A web based legal console Enhanced auditing including web-based audit interrogation Support for Outlook 2010 in 32bit and 64bit variants Enhanced item indexing by improved use of 32bit and 64bit IFilters including all versions of Adobe Acrobat PST Processing enhancements progress reporting, improved control of archiving, disabling of PST management in Outlook, automatic finalization Improved archive search behavior, including progress reporting Laptop synchronization of offline repositories can use HTTP/HTTPS for synchronization Admin-based control of Quick Link configuration Use of Outlook local forms cache for Quick Link forms Improved archive search website for users ArchiveOne Enterprise (Policy) has added: Support for Exchange 2010 The configuration data (add-ins share) can now be placed on any server Seamless upgrade of new releases ArchiveOne Enterprise (Policy) 5.8 has added: Users can now browse the archive to examine their previously archived message using a new intuitive interface integrated into Outlook Forms based authentication capability is now available across all websites A new Mailbox Archiving Wizard to help configure repositories and policies automatically Finalization of PST's is now centralized and no longer policy specific PST processing ArchiveOne Policy Manager 5.6 has added: Page 13 of 157

14 Processing of uncoupled PSTs PSTs not in an Outlook profile. Support for Windows Server ArchiveOne Policy Manager 5.4 has added: When configuring an archiving policy, a repository can be specified which will override the default repository configured for the mailbox. Federated search any system that supports the OpenSearch protocol, such as Microsoft Search Server 2008, can be used to search the ArchiveOne Policy archive. Awareness of items tagged for legal hold in repositories shared with ArchiveOne Compliance Manager. Use of language files to allow all components to be used in any language for which a translation is available. Full Unicode compliance, so all components can be used in far eastern environments. ArchiveOne Policy Manager 5.3 has added: Unified Repositories data generated by different Managers in the ArchiveOne family can be stored and shared in the same repository. Single Entity Archiving when the same item is archived multiple times into a repository, it is only stored once and subsequent instances store only difference data. Sampling an archive search can be run to produce only a subset of the items (eg 1 in 17) for sampling items in the archive Scripts launched during events such as service start-up can be configured to run synchronously rather than asynchronously. ArchiveOne Policy Manager 5.2 has added: Support for Exchange 2007 and Outlook Ability to use Storage Controller Modules. Improved process for managing archive synchronization with offline client machines such as laptops. Improved process for managing archiving from PSTs. Administrators working with 3 rd party Exchange applications, or needing to examine non-standard characteristics of messages, folders or mailboxes, can add custom MAPI properties to be searched on. An optional report created when messages are copied, to record the search criteria used and other details. Enhancements to the user interface for managing roles and administrative users. Ability to copy or move found messages into a mailbox. When deleting items, a policy can be configured to bypass the dumpster. When messages are copied or moved, the original hierarchy can be maintained. Page 14 of 157

15 Optional output of policy configuration and results data to a configured Access or SQL Server database. Ability to delete from the archive any message links that match a mailbox search, such as message links found in the dumpster. The data stored by the ArchiveOne Data Manager Service (the temporary list of messages queued for archiving) will now persist between reboots of the server. ArchiveOne Policy Manager 5.0 has added: An alternative approach to the mechanism of archiving, optimized for the most common archiving activities. Analysis and reporting of archived data. The ability to configure where temporary data generated during archiving is stored, to optimize use of fast hard drive space. Improved load balancing of multiple Exchange mailbox servers during archiving. Quick Link can be used through a firewall, by using firewall-friendly protocols and prompting for authentication if necessary. Comments can be given explaining why an administrative search of the archive is being done the comment is audited with the search. The ability to pre-configure a set of archiving policies based on details such as industry sector. When items are retrieved from the archive during administrative search, they can be retrieved into the originating mailbox or into a named mailbox, and can recreate the hierarchy in which the messages were originally archived. The process of finding messages to archive has been accelerated. BridgeHead HT Data Repository can be used as a Storage Manager. PoINT can be used as a Storage Manager. PST Migration once messages have been archived from a PST, the message links and remaining items can be moved into the mailbox and the PST removed. ArchiveOne Policy has added: Centera from EMC 2 can be used as a Storage Manager. PowerFile can be used as a Storage Manager. Compatibility with any drive-mapped storage manager. Quick Link now uses an alternative connectivity method, via the Search and Retrieval Website (renamed from the Search Website), to retrieve messages instead of DCOM (DCOM can still be used if desired). Enhancements to the PST processor improved display of status information on the progress dialog. Enhancements to the user interface for managing roles and administrative users. Message links now include the names of attachments in the message body of the link. Page 15 of 157

16 ArchiveOne Policy 4.2 has added: Single Instance Storage management if the same attachment is mailed to two people, whose mailboxes are archived at the same time, then only one copy will be stored in the archive. Removal of items from the archive, to recover storage space. Recycle bin, to manage items marked for deletion from the archive but not yet deleted. Role and rights management administrators can be granted rights to use some features of ArchiveOne Admin but restricted from other features. Support for embedded messages. Policy results generated in XML as well as HTML and CSV. Search archive folder contains a message directing OWA users to use the ArchiveOne Enterprise (Policy) Search Website. Support for archiving Instant Messages using IM Manager from IMLogic. An improved installation process to address permissions and latency issues during installation. Installation of the ArchiveOne Enterprise (Policy) Search Website onto a server other than the ArchiveOne Service server typically, for installation onto a front-end OWA server. Management of the service account password from within ArchiveOne Admin. The results of every 2 nd stage archiving process can be automatically ed to specified recipients. The history of all 2 nd stage archiving processes is recorded and can be viewed. The history of updates to repositories (eg size of index data) is recorded and can be viewed If a large search is being attempted, a warning is given to the user. Improved selection of the diagnostic tracing level. ArchiveOne Policy has added: A monitor service to ensure the main service is running smoothly, and restart it if any problems occur. Better management and evidence collection if any problem mails are found while archiving. Improved support for complex OWA configurations (SSL and configuring the name of the OWA server to be used). Speeding up archiving by controlling whether existing message links are checked during archive policies. Temporary disk space usage can be directed to a disk other than the C: disk. ArchiveOne Policy has added: When searching for messages that meet criteria, if messages are found attached to a message (this happens if, for instance, a user selects two messages in Outlook then clicks forward ), the attached ones will also be checked to see if they meet the criteria. Page 16 of 157

17 When searching for messages by recipient, many different representations of the recipient will be checked, including display name, primary address and addresses from other mail systems. Move and copy actions can put items into a PST file instead of a public folder. Changed the method of searching documents, so that an installation of Office is no longer required to search Office documents. Policy scheduling can be done to the granularity of minutes rather than hours. Automatic deletion of old policy result files. Optional entries in the Event Logs of activities, to allow third party monitoring tools to track behavior Example policies for Drag and drop archiving and deleting old retrieved messages. Thread monitor to alert unusual events while processing messages. Safe mode to manage message processing after an unusual event. New policy search criteria and conditions. User interface and service performance improvements. ArchiveOne Policy 4.1 has added: Archiving of public folder items. Folder Exclusions Manager to control which public folders can be archived. Unarchive as a policy action. Folder is replicated policy search criterion ArchiveOne Policy 4.0 has added: Data from different mailboxes can be stored in different repositories, which then means their storage and deletion behavior can be managed differently. Messages can be configured to expire, or can be deleted or put on hold by an administrator. Multiple archive searches can be configured and stored, then run when required. Archive searches can be much more complex than in ArchiveOne Policy 3.2. The improved Search Website will display in English, French or German, depending on browser language. A configurable limit to the amount of data written into the public folder temporary store, to prevent busy periods overloading the Exchange server. New component Quick Link to make the retrieval of messages more seamless in Outlook. New component Laptop client synchronizes mailbox archive data onto the laptop so it can be retrieved from when offline. ArchiveOne Policy 3.2 has added: Page 17 of 157

18 Support for BrightStor ARCserve Backup version 11 from Computer Associates as a storage manager. Control of the amount of data moved from the ArchiveOne Capacity archive to the ArchiveOne Policy archive. Two stage archiving, to archive old mail to a public folder store then archive very old mail to offline store. This can be particularly useful if you are upgrading from ArchiveOne Capacity and already have a public folder archive, and you want to move the older items offline. Page 18 of 157

19 2 Quick configuration and installation This document is about the installation and use of ArchiveOne. If you are installing and using ArchiveOne Express then the process is identical except for the areas documented in Chapter 20 ArchiveOne Express on page 135. The next chapters after this one detail how to prepare your environment to run ArchiveOne so that it processes high volumes of your company data reliably for years to come. However, you may want to install the product in a test environment to see how it runs on a small amount of data, without correctly sizing it for high volumes. If this is the case, follow the steps in this section to quickly configure ArchiveOne to get it running. If you subsequently decide to correctly configure and size it then you would need to read subsequent chapters and configure ArchiveOne accordingly. This test will archive to hard drive, so will not make use of external storage hardware or a third party storage manager. For a quick installation for low volumes of data: Choose a computer to install ArchiveOne on, which could be running an Exchange server, or has connectivity to one and has Exchange System Manager (see Section System Requirements on page 26 in Chapter 4 Installation for the full requirements for the system). Create a test mailbox on it called test, or choose an existing mailbox to use for testing the archiving and search/retrieval process. Create a directory on the computer where ArchiveOne will be installed, on a drive with at least 10GB of free disk space for this example, we will use C:\AOnePol. This directory will be used for storage of the archived data (for a test run). Page 19 of 157

20 Run the installer on the ArchiveOne server. The installation process consists of two routines: a preinstallation phase, followed by the main installation. Install the ArchiveOne Service, ArchiveOne Admin, Search and Retrieval Website and Form. Choose the automatic installation option, accepting all defaults. In subsequent sections of this manual, for Index Base Directory use the value C:\AOnePol\index, for Archive Base Directory use the value C:\AOnePol\archive. To configure ArchiveOne, work through the steps in Section Basic Configuration on page 47 in Chapter 5 Getting Started. To run a test archive, work through the steps in Section Basic Archiving on page 49 in Chapter 5 Getting Started. To search for the messages you have archived, work through the steps in Section Basic Searching on page 50 in Chapter 5 Getting Started. If you want to reconfigure this system to be correctly sized and configured, you should read through the subsequent chapters. You can then re-run the configuration process by right-button clicking on the Status node and choosing to re-run any of the configuration wizards. Page 20 of 157

21 3 Preparing for installation Environment ArchiveOne can be run with or without third party storage management software: Archived data can be stored on local hard drive, in which case the administrator is responsible for regular backups. Archived data can be written to a storage system, which would typically be an optical disk jukebox or tape drive jukebox. This is managed by a third party storage manager, not supplied with ArchiveOne. It will take care of management issues such as producing duplicate copies of media for off site storage. In addition to the archived data, ArchiveOne keeps an index that is smaller than the archived data, and allows fast searching of all archived messages and attachments. Even if you are writing archived data to offline storage, you still need a lot of disk space to maintain the index of that data. Subsequent sections of this manual will assist in judging how much disk space you will need. The ArchiveOne Service would typically be installed on its own server, although it can be installed on the same server as an Exchange server. It needs fast connectivity to Exchange, connectivity to the storage manager (if you have one), and at least 10GB of local hard drive space. See the Sizing guide (see Section Sizing on page 22 in Chapter 3 Preparing for installation) for how to calculate what size of server you need, and the requirements section (see Section System Requirements on page 26 in Chapter 4 Installation) for discussion of minimum and recommended specifications, and security considerations during installation. You should run the ArchiveOne Deployment Analyzer to evaluate the suitability of any machine on which you are going to install any ArchiveOne component. This can be downloaded from Grouping Mailboxes into Repositories In order to correctly configure archiving for your mailboxes, you should consider the ways in which they can be grouped into different repositories. A repository is a store of the archives of a collection of mailboxes that have similar archiving characteristics. There are several reasons for grouping them: A repository can impose a default retention period on all mail within it, so if you have a requirement to keep mail for one group of users for a different length of time from another group, you should put them in different repositories. A repository can be removed without affecting any other repository. If you need to archive some users, but know that in the future you will want to discard the archive and recover the disk space, then if you put them into their own repository you can delete it without affecting other users. Repositories can occupy different disk areas. This means you can have different backup and disaster recovery plans for different repositories. By having a small number of important users in one repository, you can recover their archive from disaster much faster than a large repository of other users. Repositories can be configured as to whether or not they use a storage manager, so you can store some mailboxes archives on optical disk or tape, while others on local hard drive. Repositories are specific to an installation of ArchiveOne, they can t be shared between installations. Page 21 of 157

22 Typically all mailboxes processed by an installation could go into the same repository, or if there is a natural split in the types of users being archived then they could be split into several repositories. There is no maximum to the number of mailboxes that can be put into a single repository. All the above detail about putting mailboxes into repositories can equally apply to public folders. When you select to process a public folder hierarchy, you can specify which repository its messages are archived into. See Section Mailbox and Journal Repositories Nodes on page 52 in Chapter 6 Using ArchiveOne for more information. Sizing In order to correctly configure a system for archiving, it is necessary to know what the typical quantity of data to be archived each day will be. This can be considered in two parts, the Legacy Data Size which is the data which will be archived as soon as you first run ArchiveOne, and the Daily Data Size which is the amount of data to be archived each day. For instance, if you intend to archive all data over 6 months old on a system that has been running for 2 years, then the Legacy Data Size will be the size of all data over 6 months old, and the Daily Data Size will be the average size of each days worth of data that is 6 months old that is, the size of the data that was received 6 months ago less the size of the data that has been deleted. You will not be able to determine these figures accurately, but you can make an estimate for sizing purposes, and adjust later once you have been archiving for a while. You can also consider different Daily Data Sizes depending on whether the day being archived (6 months ago) was a weekday or a weekend, if your business has differing levels of mail through the week. If you have different types of user, and you are planning on archiving them to different repositories, then you should bear this in mind. You have to do the sizing calculations separately for each repository. Once you have estimated the Legacy Data Size and Daily Data Size, you can work out how much disk the ArchiveOne Service will need access to (either local hard drives or fast connected networked storage): Filestore for long term storage of the index. This will typically start at 25% of the Legacy Data Size and grow each day by 25% of the Daily Data Size, and can be spread over multiple hard disks. The filestore will be called the Index Base Directory. Directories in the Index Base Directory will also be used for short term preparation of archive and index data, which may take up to an additional 3Gb. If you are using a third party storage manager: Filestore for short term storage of archive files retrieved from the storage manager. This can be configured, but would typically be around 1Gb. This will be called the Archive Cache Directory. If you are not using a third party storage manager: Filestore for long term storage of the archive. This will typically start at 50% of the Legacy Data Size and grow each day by 50% of the Daily Data Size, and can be spread over multiple hard disks. The filestore will be called the Archive Base Directory. Once you have decided how much storage space each directory needs, you should choose suitable locations on your server s disks or on fast connected networked storage large enough to cope with the Page 22 of 157

23 required size of data. Extra hard drives can be added to extend the Index Base Directory and Archive Base Directory. For instance, consider an organization without a third party storage manager. They estimate their Legacy Data Size is 10Gb, and their Daily Data Size is 100Mb per day on weekdays and 4Mb per day on weekends. After 1 year the Index Base Directory will be just over 9Gb (2500Mb for the legacy data, 260 days at 25Mb/day, 104 days at 1Mb/day) and the Archive Base Directory will be just over 18Gb (5000Mb for the legacy data, 260 days at 50Mb/day, 104 days at 2Mb/day). If you are using a third party storage manager, then the archive and index files will be written to offline storage, which means you should expect 75% of the Legacy Data Size initially, and 75% of the Daily Data Size each day to be stored on it. You must have enough free media available to cope with that. When configuring a repository that uses CA BrightStor ARCserve Backup or HP Storage Data Protector, you should ensure that the path to the repository index is written as a reference to a local drive, not a UNC, and in all cases you should ensure that the path to the repository index does not make use of a mapped drive, as the ArchiveOne Service does not see the same drive mappings as logged on users. All of the above needs to be considered for each repository, if you plan to have multiple repositories. For a given set of mailboxes, the storage requirement for their archive is the same whether the mailboxes are put into one repository or split over several repositories. All the above applies to archiving public folders just as much as it does to archiving mailboxes. In particular, when public folder items are archived they are still moved into an archive public folder (a different set of folders that must not overlap the source public folder) before being moved out of Exchange. PST archiving makes use of a temporary area on disk to store messages to be archived, instead of using public folder store. This area is part of the Server data area, which can be configured by running the Configuration Wizard (select Run Configuration Wizard from the Status node s menu) and changing the path on the Server Data Location page. PST data will rest in this area between being found by PST processing and being archived, but this will typically be only a few hours at most. You should ensure that there is enough space in the disk area indicated by this path to hold temporary copies of all the mails in PSTs you are going to archive that have not yet completed archiving. Ideally you should monitor the size of this area as you introduce new PSTs for archiving, to ensure it is never flooded. It is not usually necessary to allocate disk space for retrievals from the archive. If a user uses the Search and Retrieval Website to retrieve messages, they will be retrieved into a Retrieved items folder in their mailbox. If an administrator searches the archive and retrieves from it, it will go into a mailbox, public folder or PST sizing for this folder only needs considering if it is planned that a large number of messages will be retrieved from the archive, such as for systematic checking. Page 23 of 157

24 Choosing a Search and Retrieval Website location The Search and Retrieval Website is an IIS based application that enables users to retrieve their archived items. It can be run either on the server running the ArchiveOne Service or on another server. If you have an externally accessible OWA installation and you are intending for users to connect to an OWA front-end server and retrieve archived items, you need to install the Search and Retrieval Website onto the front-end server. This is to ensure that once users have authenticated to OWA, they are not challenged to authenticate again to access the Search and Retrieval Website. You need to choose a server name for the Search and Retrieval Website, which will be used to construct a URL of the form This must be an URL which can be resolved by anyone using the Search and Retrieval Website. This is because message links, which are small messages that allow users to retrieve their archived messages, have the Search and Retrieval Website URL hard-coded into them. If you are going to have both internal and external users accessing your Search and Retrieval Website, you should use the external server name of the front-end OWA server for the Search and Retrieval Website URL, in which case you need to ensure that your internal users can still access that server using its external name. For instance, a company has an external OWA presence on: and this is hosted by a front-end OWA server whose internal name is myserver. The Search and Retrieval Website should be configured to use the name: and the internal company DNS should be configured to use mail.mycompany.com as an alias for mysever. If you access the Search and Retrieval Website internally using an external name (specifically, a name which has dots in it) then you may need to add this site to your Trusted sites list in Internet Explorer to avoid an authentication request this can be done centrally using a Group Policy. This also means that if you change the physical server, you can keep the same logical name. This applies even if you do not have a front-end OWA server you should still consider configuring an alias for the server in your company DNS, so that you can use the alias rather than the server name in the Search and Retrieval Website URL, and in future you can change the meaning of the alias if you move the server. If the default website on the Search and Retrieval Website machine is configured to only allow SSL connections, then you will need to indicate this in the configuration. The Search and Retrieval Website is also used by Quick Link so that users can retrieve archived items using Outlook in the same way as they view non-archived mail. For this reason, you should ensure you install the Search and Retrieval Website if you are planning on deploying Quick Link, even if you are not planning on making archive searching available to users. In addition, the Search and Retrieval Website is used for PST archiving the PST Processor sends data through the Search and Retrieval Website to the ArchiveOne Service to be added to the archive. You must ensure that any PCs who will be running the PST Processor have all configuration required to get access to the Search and Retrieval Website without prompting for instance, if your Search and Retrieval Website is access through HTTPS, the PC running the PST Processor must have the necessary certificates installed and trusted so that users aren t prompted for authentication or for certificate acceptance. Page 24 of 157

25 Client Components Once users mail is archived, they can use message links and search their archive successfully without any configuration changes being needed to their PC. However, there are two client components which, though not necessary, can improve functionality for the users while not affecting their working practices or needing any training. The Quick Link client makes retrieval from the archiving more Outlook-integrated. Without Quick Link, when a user clicks on a message link, they will see a URL. To retrieve the item, they must click on it, and will be shown the archived message using OWA. As an alternative, if they have Quick Link installed, when they view the message link in the preview pane they will see the start of the message with some instruction, and when they double-click to view, the archived message will be retrieved and shown using Outlook, if it is available. So, when directly connected to a fast archive, the user will not experience any difference, whether the message being viewed has been archived or not. Quick Link operation requires the Search and Retrieval Website to be installed. The Laptop Client component assists with maintaining a copy of a user s archive on their laptop, so it can still be used when the laptop is disconnected from the network. If a user using a PC which has Laptop Client installed connects to a mailbox that has been prepared for offline use, then while they are online Laptop Client will silently copy their archive onto the PC s local hard drive, and while they are offline any attempt to retrieve from the archive will retrieve from the local copy of their archive. The Laptop Client installation includes Quick Link. You will need to consider whether you should distribute Quick Link to all desktop systems and Laptop Client to all laptop systems. For details on deployment, see Section Installing the Laptop Client and Section Installing Quick Link on page 42 in Chapter 4 Installation. Page 25 of 157

26 4 Installation This document is about the installation and use of ArchiveOne. If you are installing and using ArchiveOne Express then the process is identical except for the areas documented in Chapter 20 ArchiveOne Express on page 135. System Requirements The ArchiveOne Service runs on an Intel compatible server. The minimum hardware specification is: Dual Core 2GHz Processor 1 GB RAM 5GB of disk space available, more you are using the laptop client Sufficient storage for your archived data The recommended hardware specification is: Dual Core 2GHz Processor 4GB RAM 5GB of disk space available, more you are using the laptop client Sufficient storage for your archived data The supported Operating Systems and Applications are: Server Operating Systems: Windows NT, Windows Server 2000, Windows Server 2003, Windows Server 2003 R2, Windows Server 2008 (not Server Core), Windows Server 2008 R2 (not Server Core), Windows Server 2012, Windows Server 2012 R2 Desktop/Client Operating Systems: Windows 2000, Windows XP, Windows Vista, Windows 7, Windows 8, Windows 8.1 Exchange Server: Exchange 5.5, Exchange 2000, Exchange 2003, Exchange 2007, Exchange 2010, Exchange 2013 (at least Cumulative Update 2), Exchange Online (using Online Connector enabled through license) Outlook Client: Outlook 98, Outlook 2000, Outlook XP/2002, Outlook 2003, Outlook 2007, Outlook 2010, Outlook 2013 ArchiveOne the current release version plus two previous major versions (major version being an increment in the second digit of the version number, e.g. V6.2.x) The Support Level is: For operating systems and applications that are currently under support from Microsoft, C2C will provide full support (including bug fixing and/or escalation to Microsoft for operating system or application integration problems). Page 26 of 157

27 For operating systems and applications that are no longer under support from Microsoft, C2C will provide best effort support only (including bug fixing and/or escalation to Microsoft for operating system or application integration problems). Not all ArchiveOne features are available on all application and operating systems. You should run the ArchiveOne Deployment Analyzer to evaluate the suitability of any machine on which you are going to install any ArchiveOne component. This can be downloaded from The ArchiveOne Service can be installed on: The same server that Exchange is running on. A separate server connected via LAN of at least 10Mbps to the Exchange server. You should ensure that the servers have synchronized clocks this is default behavior for a Windows 2000 based domain, but must be configured manually for an NT based domain. If you are using Exchange 2000, it should be at least on Service Pack 3. If you are using Exchange 2003, it should be at least on Service Pack 2. If you are using Exchange on a clustered environment, then for further information you should check the C2C Support Website at: During installation you may be prompted to download an addition component from Microsoft. This will happen if: You are using Exchange 2007 or later. You are using Exchange 2003 and do not have Exchange System Manager installed. This component is called Microsoft Exchange Server MAPI Client and Collaboration Data Objects If you prefer, or if the system onto which you are installing has no internet access, this can be downloaded and installed beforehand from: If you are connecting to Exchange 2010 this needs to be at least version and if connecting to Exchange 2013 or Exchange Online this needs to be at least version Both the server running the ArchiveOne Service and the server running the Search and Retrieval Website must be running IIS 5.0 or later and have.net Framework 3.5 installed. If it is running IIS 7.0 or later, it must have standard IIS Role Services installed, including ASP.NET. To make full use of ArchiveOne features, the Exchange server to which ArchiveOne Service is connecting must have OWA configured on Exchange servers hosting mailboxes that are to be archived. If this is not the case, then users who search the archive of their mailboxes will be able to retrieve mail into their mailbox but will not be able to automatically view it. Page 27 of 157

28 ArchiveOne Admin runs on an Intel compatible Windows 2003 or later running at least a P4 3GHz processor with at least 1Gb memory and 1Gb free disk space, that can communicate with the ArchiveOne Service and Exchange server. The operating system may be 32 bit or 64 bit. The system onto which you are installing the ArchiveOne Service must not have Outlook installed. ArchiveOne Admin will install and run without Outlook installed, but items retrieved from an administrative search will not be viewable. It will offer full functionality if Outlook 2000 or later is installed. Note that no systems should ever have Outlook installed as well as either Exchange Server or Exchange System Manager, as this is not a Microsoft supported environment. During the installation, you will be asked to either specify the connection details for an existing SQL Server or SQL Server Express instance, or to allow the installation process to install SQL Server Express instance. The product will function without one of these, but not all functionality will be available. The installation will create databases on the given instance. None of the databases contain data critical to the archive; they can all be recreated from the archive if required (except for audit data). When the installation is run to configure the ArchiveOne Service, the server must be logged into as a user that has all the following characteristics. With a default security configuration, a member of the Domain Admins groups for all domains involved will have all these rights: Is a member of the machine Administrators group of the machine on which the installation is taking place Is a member of the machine Administrators group of the machine that is running Exchange Has rights to create an Active Directory user and group Has rights to create an Exchange mailbox Has rights to set permissions on Exchange objects If you have some but not all of these rights, you may still be able to install ArchiveOne see Section Requirements for installation on page 32 in Chapter 4 Installation. If you are installing a third party storage manager, this has its own system requirements: BrightStor ARCserve Backup from Computer Associates, version 11 or 11.1, requires at least a 400MHz processor, 256Mb memory and 120Mb hard drive space for the product. Storage Data Protector from HP, version 5.1 or 5.5, requires at least 256Mb memory, 190Mb hard drive space for the product and 16Mb system disk free. The HSM product from QStar requires at least 64Mb memory and 70Mb hard drive space for the product Centera from EMC 2 needs no additional store PowerFile PoINT requires an R200, R200DL or R200-ROM PowerFile jukebox and PoINT software, version 5.0 All storage managers may need more memory and storage, depending on the options installed and the size of the archive. Consult the storage manager documentation for further information. Page 28 of 157

29 The PST Processor and the Outlook client components (Quick Link and Laptop Client) can be run on any Windows 2000 or later system that has Outlook 2000 or later installed. The operating system and Outlook version may be 32 bit or 64 bit. The Search and Retrieval Website can be run on the same server as ArchiveOne Service, or on a different server, and additionally requires IIS version 5.0 or later. The operating system may be 32 bit or 64 bit. It can be used from a desktop system running Internet Explorer 5.5 or later, or a Smart Phone or Pocket PC running Pocket Internet Explorer 5 or later. Once installation has completed, the AD account configured to run the service (recommended name is ArchiveOneAdmin ) will be given the following permissions: Member of machine administrators (typically referred to as the Local Administrators ) group on the ArchiveOne Service machine. Member of machine Administrators (typically referred to as the Local Administrators ) group on the Exchange server. Logon as a Service right on the ArchiveOne Service machine. Receive-As, Administer information store, View information store status rights on the Exchange Organization (if connecting to Exchange 2007 or later) or Exchange Administrative Group (if connecting to an earlier version of Exchange) The installation process also grants the Receive-As, Administer information store and View information store rights to the ArchiveOne Users group if there is one. It may also update DCOM permissions, depending on the options chosen during setup. When the Search and Retrieval website is installed, no specific rights are required to run it, as the website configures that the account running the service also runs the website. If your ArchiveOne installation is going to be connecting to Exchange 2003 and you do not have Exchange System Manager installed on the server on which you are installing ArchiveOne, or it is going to be connecting to Exchange 2007 or later and you do not have Exchange Management Console installed, then you will be able to install but the installation will not be able to automatically create a user and group. In this case, before installation you should create a mailbox-enabled user in Active Directory (the recommended name is ArchiveOneAdmin ) and a mail-enabled group (a Universal group if available, otherwise a Local group) in Active Directory (the recommended name is ArchiveOneUsers ). The installation process will make all required configuration changes to this user and group. If you are planning on processing an archive created using ArchiveOne Capacity then you should contact your reseller or C2C representative for advice on how to do this. For more information about the rights required, see Section Requirements for installation on page 32 in Chapter 4 Installation. Installing the Service Before you install any software, you must: Work through the Sizing guide (see Section Sizing on page 22 in Chapter 3 Preparing for installation) to have worked out your disk requirements. Choose an Exchange server the ArchiveOne Service connects to a single Exchange server, which would typically be the server hosting the mailboxes: This may be a single on-premises Exchange server Page 29 of 157

30 If you are using Exchange on a clustered environment, then for further information you should check the C2C Support Website at: This may be mailboxes in Exchange Online, for which you will need a license which enables the Online Connector Choose whether ArchiveOne Service should run on the same Windows 2003 or later system as the Exchange server, or another system. This decision will be based on server loading and LAN bandwidth availability, but installing ArchiveOne Service on a different server is recommended for live running environments. If your ArchiveOne installation is going to be connecting to Exchange 2003 and you do not have Exchange System Manager installed on the server on which you are installing ArchiveOne, or it is going to be connecting to Exchange 2007 or later and you do not have Exchange Management Console installed, then you will be able to install but the installation will not be able to automatically create a user and group. In this case, before installation you should create a mailbox-enabled user in Active Directory (the recommended name is ArchiveOneAdmin ) and a mail-enabled group (a Universal group if available, otherwise a Local group) in Active Directory (the recommended name is ArchiveOneUsers ). The installation process will make all required configuration changes to this user and group. If you are using Exchange Online, you need to have created a mailbox-enabled user (the recommended name is ArchiveOneAdmin ) and granted it at least receive as rights on all Exchange mailboxes to which ArchiveOne will need to log into to process. Log into this server as a user that has all the following characteristics. With a default security configuration, a member of the Domain Admins groups for all domains involved will have all these rights: Is a member of the machine Administrators group of the machine on which the installation is taking place Is able to update local groups on the machine that is running Exchange (you will have this right if you are a member of the machine Administrators group of the machine that is running Exchange) Has rights to create an Active Directory user and group Has rights to create an Exchange mailbox Has rights to set permissions on Exchange objects If you have some but not all of these rights, you may still be able to install ArchiveOne see Section Requirements for installation on page 32 in Chapter 4 Installation. If you already have ArchiveOne already installed on this server, if it is version 5.8 or later you can run the new installation package and it will upgrade the previous installation. During installation you may be prompted to download an addition component from Microsoft. This will happen if: You are using Exchange 2007 or later. You are using Exchange 2003 and do not have Exchange System Manager installed. This component is called Microsoft Exchange Server MAPI Client and Collaboration Data Objects If you prefer, or if the system onto which you are installing has no internet access, this can be downloaded and installed beforehand from: Page 30 of 157

31 If you are connecting to Exchange 2010 this needs to be at least version and if connecting to Exchange 2013 or Exchange Online this needs to be at least version ArchiveOne is distributed as two executables: ArchiveOnePreInstall.exe the pre-installation process which can be run in advance of the main installation. It creates the required user and group and installs the database engine (unless you already have one installed) Archive One Setup Enterprise.XXX.exe or Archive One Setup Express.XXX.exe (where XXX represents the version number) the main installation process which installs all components These can be downloaded from the C2C Systems web site at: Run ArchiveOnePreInstall.exe this will ask some questions about your configuration: Choose the Exchange server (or CAS array name) or Exchange Online. Some questions will follow. Some automated System Health tests will check the configuration of the server. If these report any problems, you should investigate and if necessary cancel the installation. Specify a server to be used to host the configuration on your Exchange server (this option may not be available if you have named a CAS array as your Exchange server), on the local server or onto another server. If you select another server, it must already have a share called add-ins which should be readable and writable by everyone (directories will be created within it with higher security). Specify a SQL Server instance for storing configuration data. You can choose to allow ArchiveOne Policy to create a SQL Server Express installation on the local machine, or give details of connection to an existing SQL Server or SQL Server Express instance. Various databases will be created on this instance. You can choose to proceed without specifying a database or allowing one to be installed, but some product functionality will not work. Specify a group to be created (the default name is ArchiveOneUsers ) or the name of an existing group. Only members of this group will be allowed to run ArchiveOne administrative tools. Specify a user to be created (the default name is ArchiveOneAdmin ) to use as the service account, or the name of an existing user. This account should be kept secure as it will be granted access to mailboxes. You may be asked about DCOM security, and you may need to make other configuration changes. See Section Managing DCOM and firewall security on page 44 in Chapter 4 Installation. Once the installation has completed, you may be requested to restart the system. This will only happen if a file that needs to be installed is already in use. Then run Archive One Setup Enterprise.XXX.exe or Archive One Setup Express.XXX.exe (where XXX represents the version number) this will ask standard installation questions, such as where to install the software. The installation will also ask you which components you wish to install: Select ArchiveOne Service. Page 31 of 157

32 If you have purchased a license for Advanced Discovery, choose the Case Management Service. Select ArchiveOne Policy Admin you can later install ArchiveOne Admin elsewhere as well, if you wish. Select Search and Retrieval website if you want to install the Search and Retrieval Website on this machine see Section Choosing a Search and Retrieval Website location on page 24 in Chapter 3 Preparing for installation. Select the Quick Link Client installer or Laptop Client installer if you wish to install packages which can be run on this or other PCs to integrate ArchiveOne into Outlook Select PST Client if you wish to process PST files on this or other systems It will also repeat some questions asked during preinstall. Once the installation has completed, you may be requested to restart the system. This will only happen if a file that needs to be installed is already in use. The installation process will also install the ArchiveOne Deployment Analyzer which you can use to evaluate the current system for various ArchiveOne requirements. Running this, either after installation or in the future, may highlight issues in the environment which you will need to address. Requirements for installation If you are installing ArchiveOne into a different domain from the domain of the Exchange Server, then the installation process will cope with this as long as you have all the necessary rights (see below) and a two way trust between the domains. If your rights are limited or you have only a one way trust between the domains, you may need to contact C2C support for advice on installation mail support@c2c.com. In order for service installation to work, at the very minimum you need the NT user running the installation to be able to be able to install a service on the machine being installed on to (ie a member of the Domain Admins group on the domain, or the Administrators group for the local machine). If you cannot meet this condition, and you cannot change your configuration so you can meet these conditions, then you will not be able to install the ArchiveOne Service. These minimum rights also assume that a suitable account and mailbox have been created beforehand (see later). Even if you can meet these conditions, it does not imply that the currently logged in account will be able to run ArchiveOne Admin once you have installed it see later for that list of conditions. In order for setup to create the group and account, you need the NT account running the installation to be able to meet all the installation conditions above as well as meet all the conditions on the following list: Be able to create an NT global group in the account s current domain (ie the current account must be a member of the Domain Admins group on the domain). Be able to create a mailbox-enabled account in the Users container in the Active Directory of the domain the Exchange 2000 or later Server is in. Have Administrator rights on the Exchange Server machine Has rights to set permissions on Exchange objects If you cannot meet all of these conditions will only be able to complete the installation if the group and user accounts have been created for you. Page 32 of 157

33 If you do not choose to use an ArchiveOne Users group (this is an installation option), then users who are going to use ArchiveOne Admin (including the user who installed the ArchiveOne Service) need to be able to meet all the conditions on the following list: Be able to see the Exchange server s Add-ins share from the machine running ArchiveOne Admin (this share will be created by the ArchiveOne Service if it does not exist). Write permission on this share is required in order for a user to change an ArchiveOne Admin configuration item. Be able to see the AOnePol directory, and files and subdirectories of it, in the Exchange server s Add-ins share (this will be created by the ArchiveOne Service if it does not exist). Write permission on this directory, and files and subdirectories of it, is required in order for a user to change an ArchiveOne Admin configuration item. Be able to log into the ArchiveOne Policy Primary Mailbox this is the mailbox of the account identified in the installation process. Group Selection The ArchiveOne Users group is used to control which users are allowed to use ArchiveOne Admin. This is optional if you choose to use an ArchiveOne Users group, it makes configuration of security easier (secure access to all ArchiveOne related objects are controlled through membership if this group) but it means you need to have rights to create a group in the current domain, or you must have created one earlier. If you choose not to use a group, you must set various security settings manually. This is a global or universal group, which must be in the domain of the account running the installation. If you opt not to use an ArchiveOne Users group, then once you have completed the installation you must assign rights on the following objects for all users who are to use ArchiveOne Admin. The Exchange server s Add-ins share (this share will be created by the installation if it does not exist). Write permission on this share is required in order for a user to change an ArchiveOne Admin configuration. The AOnePol directory, and files and subdirectories of it, in the Exchange server s Add-ins share (this will be created by the ArchiveOne Service if it does not exist). Write permission on this directory, and files and subdirectories of it, is required in order for a user to change an ArchiveOne Admin configuration. Be able to log into the ArchiveOne Policy Primary Mailbox this is the mailbox of the account identified in the installation process. Setup will display the default group name. You can choose to proceed using this name or you can enter a different one. If you do not have rights to create a group you must enter the name of the group that has been created for you. If you do not wish to use a group check the Do not use a group box. Also displayed are the name of the domain controller on which the group will be created, and a list of all the domain controllers in the Active Directory site to which the group details will be replicated. If you want the group to be created on a different domain controller you can enter its fully qualified name. You should then click the Verify button to confirm that the controller can be contacted and to update the details. You can also deselect any of the controllers from the replication list to prevent Setup from waiting to ensure that the group details have replicated to that controller. Page 33 of 157

34 Account Selection The ArchiveOne Service Account is used by the ArchiveOne Service and ArchiveOne Admin to log into the Exchange server. There must be an ArchiveOne Service Account, created either by the installation or by you. This account must have a mailbox. Setup will display the default account name. You can choose to proceed using this name or you can enter a different one. If you do not have rights to create an account and mailbox you must enter the name of the account that has been created for you. You must also enter and confirm the password for this account. If you entered the name of existing account, you must enter the current password for that account. If Setup is to create the account, it will be created with this password and the password will be set to never expire. Also displayed are the name of the domain controller on which the account will be created, and a list of all the domain controllers in the Active Directory site to which the account details will be replicated. If you want the account to be created on a different domain controller you can enter its fully qualified name. You should then click the Verify button to confirm that the controller can be contacted and to update the details. You can also deselect any of the controllers from the replication list to prevent Setup from waiting to ensure that the account details have replicated to that controller. Note that if you choose not to wait for account replication to the domain controller that the Exchange server is using, then the ArchiveOne Service may fail to start, or be unable to login to Exchange. If you choose not to wait for account replication you should deselect the Start service option on the Post-install steps screen. Perform System Preparation After you have selections for the group and account Set up will display the progress of the operations to create and replicate these objects, as well as the permissions changes necessary for the Archive Policy Service to run. Some of these operations may take a long time depending on the number of domain controllers in the site and the nature of the connection between them. You can, if you wish click the Ignore button to allow setup to continue without waiting for group or account replication to complete. If you do this, the option to start the service will be deselected on the Post-install steps page, and you should not attempt to start the service until you have confirmed that replication has completed. Similarly, you can choose to Skip the permission changes. If you do this, you will need to make these changes later. Post-install steps During the installation, if you chose not to use an ArchiveOne Users group or you chose not to use the Exchange Service Admin account as the account to run the ArchiveOne Service, then there are some permissions settings that you should check or put in place before trying to use ArchiveOne. If you have chosen not to use an ArchiveOne Users group, you must assign rights on the following objects for all users who are to use ArchiveOne Admin. The Exchange server s Add-ins share (this share will be created by the installation if it does not exist). Write permission on this share is required in order for a user to change an ArchiveOne Admin configuration. The AOnePol directory, and files and subdirectories of it, in the Exchange server s Add-ins share (this will be created by the ArchiveOne Service if it does not exist). Write permission on this directory, and files and subdirectories of it, is required in order for a user to change an ArchiveOne Admin configuration. Users who are going to use ArchiveOne Admin must be able to log into the ArchiveOne Policy Primary Mailbox account this is the account identified in the installation process. Page 34 of 157

35 If you have chosen to use an existing account as the ArchiveOne Policy Primary Mailbox account, then any user who is going to use ArchiveOne Admin needs to have rights to log into this mailbox. If you have opted to use an ArchiveOne Users group then you should grant the ArchiveOne Users group rights to log into the mailbox. You will be asked at the end of the system preparation whether you want the ArchiveOne Service to be started for you. If you know the above rights are all correctly assigned, you can choose yes to start the ArchiveOne Service. If you are in any doubt, you should choose no, finish the installation, check and correct the rights, then use Services in Control Panel or Computer Manager to start the service called ArchiveOne Service. If you are using any non-microsoft-standard document formats, such as Adobe Acrobat PDF files, you may also wish to install filters to enable ArchiveOne to index words from these documents (to enable you to search for words in them). ArchiveOne uses the Microsoft IFilter interface (as used by Microsoft Indexing Service) so you should ask the producers of your non-standard files if they have an IFilter DLL. Not all versions of Adobe PDF IFilter are installed on all versions of Window. See Section Supported versions of Adobe PDF IFilter on page 139 in Appendix A Supported Configurations for supported versions. Windows natively has IFilters for old style Office documents such as.doc files, but not for new style Office documents such as.docx. In order to process these, you must install a filter pack such as the Microsoft Office 2010 Filter Pack see the following webpage: 875E-ABA93459FBEE The ArchiveOne Service should now be running you can run Computer Management and then select Services to confirm this. If it is not running, check in the Event log for errors and try to re-start the service. For information about how to proceed with ArchiveOne Admin, look at Section Basic Configuration on page 47 in Chapter 5 Getting Started. By default, only members of the ArchiveOne Users group (by default called ArchiveOneUsers ) will be allowed to use ArchiveOne Admin all other users will be refused access. If you want to change this, change the members of the group. This process also installs and configures the ArchiveOne Monitor Service, which runs alongside ArchiveOne Service and ensures it is running smoothly. If ArchiveOne Service encounters any problems and shuts down, then ArchiveOne Monitor Service will restart it and re-run whatever activity ArchiveOne Service was doing at the time Installing Admin You can install ArchiveOne Admin on any suitable Windows 2003 or later system that has direct LAN access to the Exchange server and ArchiveOne Service. The operating system may be 32 bit or 64 bit. Typically it is installed at the same time as the ArchiveOne Service on the same machine, but can be installed elsewhere as well. The system must have either Microsoft Exchange Server MAPI Client and Collaboration Data Objects (see Section System Requirements on page 26 in Chapter 4 Installation) or 32 bit Outlook installed (64 bit Outlook is not suitable). Note that no systems should ever have Outlook Page 35 of 157

36 installed as well as either Exchange Server or Exchange System Manager, as this is not a Microsoft supported environment. ArchiveOne Admin will install and run without Outlook installed, but items retrieved from an administrative search will not be viewable. It will offer full functionality if 32 bit Outlook or later is installed. Start the installation by running Archive One Setup Enterprise.XXX.exe or Archive One Setup Express.XXX.exe (where XXX represents the version number) which you can download from the C2C Systems web site at: Choose ArchiveOne Admin as the component to install. You should ensure that the NT user account that you use when running ArchiveOne Admin is a member of the ArchiveOne Users group (by default called ArchiveOneUsers ) or they will not be allowed to run ArchiveOne Admin. It is possible that if you run ArchiveOne Admin straight after installing the ArchiveOne Service, you may not be allowed to log in to ArchiveOne Admin. If this happens, it may be due to replication delays caused by creating a new user and group and setting permissions, so you may have to wait for replication across your domains to take place. ArchiveOne Admin cannot be run against an Exchange server that has never been processed by an ArchiveOne Service. Installing a Storage Manager Depending on how you intend to store your archive data, you may require some storage management software supplied by a third party. This is not necessary if you write your archive to local hard drive, or to storage that emulates local hard drive. The third party software options supported by ArchiveOne are: Amazon S3 CA BrightStor ARCserve Backup 11 HP OpenView Storage Data Protector QStar EMC 2 Centera PowerFile PoINT PoINT for other hardware BridgeHead HT Data Repository Any drive-mapped storage manager A Storage Controller Module that is, a Storage Manager supplied as a separate installable package. For more information, contact C2C Systems for available pluggable Storage Manager packages. Support for other third party storage managers will be added in the future. If you would like to know about support for a particular storage management product, please contact sales@c2c.com. You are responsible for the correct configuration of the storage manager. When you are choosing which disk areas should be used by the storage manager and by ArchiveOne, you should ensure they remain separate don t use the same directory to store data used by multiple services. Page 36 of 157

37 Use of multiple storage managers installed on the same PC is not supported by ArchiveOne. Amazon S3 Amazon S3 (Simple Storage Service) can be used to store your archive data. This can be done in two ways: C2C Cloud Storage Manager means that archived data is stored on Amazon S3 storage using an account which is separately purchasable from C2C Systems. Amazon S3 Storage Manager means that archived data is stored on Amazon S3 storage using your own Amazon S3 account. Each of these can be configured as CloudDR means that archived data is stored on your local system but a copy is stored on Amazon S3 storage as a disaster recovery backup. If you configure this form of repository, you will find extra menu options on the repository node for verifying the disaster recovery backup against the local copy. CA BrightStor ARCserve Backup 11 This storage manager is disabled by default, contact C2C Systems for details of how to enable it. BrightStor ARCserve Backup version 11 from Computer Associates needs to be installed on the same server as ArchiveOne Service. Follow the installation and license configuration instructions supplied with the product. Note that you cannot use an earlier version of ARCserve. Before using ArchiveOne, the ArchiveOne Service account must be authorized to use ARCserve using the following sequence of actions: Run Active Directory Users and Computers Find the user running the service, which you specified during installation of the service. By default this would have been ArchiveOneAdmin. View the properties for the user, and go to the Account page. Make a note of the name (not the domain) of the pre-windows 2000 user, which will typically be the first 20 characters of the user name, and may contain spaces. On the Start menu, select Run. Enter cmd and click OK. Enter C:, or whichever drive your installation of ARCserve is on, and press Return. Enter CD \Program Files\CA\BrightStor ARCserve Backup, or whatever path your installation of ARCserve is in, and press Return. Run the following command, but substitute the pre-windows 2000 user name instead of ArchiveOneAdmin if necessary, substitute the local machine name for <server>, and substitute the caroot password (as specified during installation of ARCserve) for <password>: ca_auth -equiv add ArchiveOneAdmin <server> caroot caroot <password> Enter exit and press Return. When you are configuring ArchiveOne you will need to know the device group name of the device you want to store your archive on. Page 37 of 157

38 ArchiveOne maintains a database specific to the data it has backed up in BrightStor. You should ensure this database is backed up whenever you back up the main BrightStor configuration. The database is called BackupData.MDB, and is in the BackupData subdirectory of the ArchiveOne Service installation directory, so its default full path is: C:\Program Files\C2C Systems\Archive One\BackupData\BackupData.MDB For more information about CA BrightStor ARCserve Backup, see: HP OpenView Storage Data Protector This storage manager is disabled by default, contact C2C Systems for details of how to enable it. Storage Data Protector from HP needs to be installed on the same server as the ArchiveOne Service. Follow the installation and license configuration instructions supplied with the product. Before using ArchiveOne, the ArchiveOne Service account must be added to the Data Protector admin group using the following sequence of actions: Open the Data Protector Manager. In the Context List, click Users. In the Scoping Pane, expand Users. Right-click the admin group. Click Add/Delete Users to open the wizard. In the Add/Delete Users dialog, enter the specific ArchiveOne Service account properties. Click the arrow button ">>" to add the user to the user list. When you are configuring ArchiveOne you will need to know the device name of the device you want to store your archive on. In the case of a jukebox, this is the device name of any drive in it. For more information about HP OpenView Storage Data Protector, see: QStar The HSM product from QStar needs to be installed on any network connected server. Follow the installation and license configuration instructions supplied with the product. When you are configuring ArchiveOne you will need to know the share name of the QStar Integral Volume. For more information about QStar, see: EMC 2 Centera This storage manager is disabled by default, contact C2C Systems for details of how to enable it. There is no need to install any additional software to interface to EMC 2 Centera. The Centera installation must be fully configured and working, and you must know the DNS names or IP addresses of the Centera access nodes you wish to connect to and, if required, the path on the ArchiveOne Service server to the Pool Entry Authorization (PEA) file. Page 38 of 157

39 ArchiveOne can store and retrieve from the basic, Governance Edition or Compliance Edition Plus versions of Centera. ArchiveOne maintains a database that catalogues the data it has stored in Centera. This is critical data required for retrieval from Centera, so you are recommended to store it on a mirrored drive and back it up on a regular basis. In a disaster recovery scenario, this database must be restored before any data can be retrieved from Centera. The database is called CenteraBackupData.MDB, and is in a subdirectory called CenteraBackupData of the index directory for the repository. If, for instance, your repository index is stored in: C:\Repositories\Rep1\Index then the database would be: C:\Repositories\Rep1\Index\CenteraBackupData\CenteraBackupData.MDB For more information about EMC 2 Centera, see: PowerFile PoINT A PowerFile jukebox system can be used as a storage manager, using the PowerFile PoINT management software. PowerFile requires an R200, R200DL, or R200-ROM PowerFile jukebox and PoINT software, version 5.0. When configuring PoINT, you should ensure the following configuration: Under the File System configuration, you should ensure the following settings: File System Name Reported to the Operating System should be set to NTFS Virtual File system Mode should be set to Expert Mode Write Access for Write-Once Media should be set to Random write access Under the UDF Write Cache configuration, you should ensure the following settings: Write Cache Size should be set to 4.25GB Write Cache Configuration should be defaulted to Caching on hard disk Then, when configuring the ArchiveOne Repository, select PowerFile as the storage manager, and configure the path to your PowerFile PoINT system to the repository drive, make sure to include the name of the volume set in the location path (example: I:\archive06 ). PoINT for other hardware To make use of this option you will need to install the PoINT Jukebox Manager and appropriate hardware. For details of how to configure your PoINT Jukebox Manager please see documentation from PoINT Software & Systems GmbH. The list of jukeboxes and changers supported by PoINT is constantly updated. For current status and details of installation and operation, visit their website at: Page 39 of 157

40 BridgeHead HT Data Repository BridgeHead HT Data Repository must be installed by a BridgeHead consultant. ArchiveOne maintains a database specific to the data it has backed up in HT Data Repository. You should ensure this database is backed up whenever you back up the main HT Data Repository configuration. The database is called BackupData.MDB, and is in the HTBackupData subdirectory of the ArchiveOne Service installation directory, so its default full path is: C:\Program Files\C2C Systems\ArchiveOne\HTBackupData\BackupData.MDB Any drive-mapped storage manager ArchiveOne can store its repository data onto any storage manager that emulates a drive mapping or UNC mapping that is to say, the storage appears to be a locally connected NTFS drive, but the data is actually stored on (typically) slow-connected or offline media. This can be used for a storage manager such as Plasmon s UDO Archive Appliance. ArchiveOne will store the repository index (which always needs to be fast-accessible) on fast local hard drive, and store the data files containing messages onto the storage manager (along with a backup of the index files). This configuration will work for any storage manager that reasonably emulates an NTFS drive. If the storage manager offers limited NTFS emulation, such as not allowing files to be overwritten, then it may not be suitable for use with ArchiveOne. You should check in your storage manager documentation for any disk or system resources required by it. If you are using a storage manager that offers permanent fast connection, such as a SAN configured to emulate a fast hard drive, then you should use the no storage manager option, and put the index and archive files directly onto the storage manager. Installing the Search and Retrieval Website You should have chosen a server on which to install the Search and Retrieval Website, which may or may not be the same as the ArchiveOne Service server (see Section Choosing a Search and Retrieval Website location on page 24 in Chapter 3 Preparing for installation). This enables users to search the archive of their mailboxes, and is required for message links to work. The server must be running IIS 5.0 or later and have.net Framework 3.5 installed. If it is running IIS 7.0 or later, it must have standard IIS Role Services installed, including ASP.NET. Start the installation by running Archive One Setup Enterprise.XXX.exe or Archive One Setup Express.XXX.exe (where XXX represents the version number), which you can download from the C2C Systems web site at: Choose Search and Retrieval Website as the component to install. Note, the setup should be run on the server on which you wish to run the Search and Retrieval Website. Do not run the setup on another server and then browse to the required server when specifying the installation directory during the setup. The Search and Retrieval Website is also used by Quick Link so that users can retrieve archived items using Outlook in the same way as they view non-archived mail. For this reason, you should ensure you install the Search and Retrieval Website if you are planning on deploying Quick Link, even if you are not planning on making archive searching available to users. Page 40 of 157

41 Installing the Message Link Form into Outlook You can run the message link form registration application, AOnePolicyManageForm.exe, in order to register the Outlook form used by ArchiveOne into a personal forms library, or re-register it into the organizational forms library if necessary. It requires Outlook 2000 or later to be installed, either 32bit or 64bit. You can use this application to register organizational or personal forms, but one alternative if you are deploying Quick Link in your organization is to allow it to do the form registration for you for more information, see Section Client Settings on page 78 in Chapter 6 Using ArchiveOne. The remainder of this section is about form registration using AOnePolicyManageForm.exe. If the installation of ArchiveOne is run on a system with Outlook 2000 or later installed and the Outlook form registration component is selected, then the form registration application will be run as part of the setup. If the Admin component is selected, the AOnePolicyManageForm.exe and AOnePolicyManageFormX64.exe programs will be installed, which can then be run on any PC with Outlook 2000 or later installed. You can choose to register Outlook forms into the organizational forms library, where they are shared by everyone, or into the personal forms library of the current mailbox. It is preferable to install the form into the organizational forms library, since then it will be accessible to everyone. However, if you do not want to do this, or do not have permission, you can alternatively install the form into the personal forms library for the mailbox whose profile you specify. If you want a group of users to use ArchiveOne and do not want to register forms into the organizational forms library, they would each need to run AOnePolicyManageForm.exe or AOnePolicyManageFormX64.exe (depending on whether Outlook is 32bit or 64bit) to install the form into their personal forms library. When you run AOnePolicyManageForm.exe or AOnePolicyManageFormX64.exe, it will prompt for a profile. If you are going to install into the organizational library, then the profile you use, or the NT user you are logged in as, should have rights to create or modify that library. If so, it will create an organizational forms library if necessary, in which case the mailbox specified by the profile will be its owner. If the mailbox doesn t have rights over the library but the current NT user does, then the mailbox will be granted library rights, then the form will be installed. There are no such permissions issues when using the personal forms library. You may see issues if you are using Outlook 2003 or later in cached mode, due to the way Outlook caches the forms library for more information, see Section Quick Link on page 79 in Chapter 7 Using Client Components. If this process generates an error, you must install the form manually, as follows: First ensure Outlook is running correctly. If it is in the task bar but you can't select it, then you will have to close and restart it. You will need to use Task Manager or reboot your PC. You must disable running macros in Outlook, by choosing Tools/Macros/Security and selecting 'High'. In the installation directory for ArchiveOne (by default this is C:\Program Files\C2C Systems\ArchiveOne ) you will find a file C2C ArchiveOne Policy.oft. Run this file, and you will see a mail form. You should click on 'disable macros' if asked. Choose Tools/Forms/Publish form as. If you are running Outlook 2007 and don't have this menu option, you can display the quick access toolbar and use 'customize' to add it. Select either the Personal or Organizational forms library. Page 41 of 157

42 Set the Display name and Form name to arch2 (without the quotes). This should change the Message class to IPM.Note.arch2. This must be exactly right for ArchiveOne to use it. If Outlook asks about Save Form Definition with Item, click 'No'. Close the form, and answer 'No' to Do you want to save? Repeat the above process for the file C2C ArchiveOne Policy Post.oft specifying arch2 as the Display name and Form name, and C2C ArchiveOne Voic .oft specifying Microsoft.Voic .UM.arch2 as the Display name and Form name Reset your Outlook macro security to its previous setting. You can see where the form is registered using Outlook s Forms Manager this can be found under Tools, Options, Other, Advanced Options, Custom Forms, Manage Forms. Installing the PST Processor The PST Processor enables ArchiveOne operations to be carried out on PST files located on users workstations. It can be run on any Windows 98 SE or later or NT 4 SP6a or later system. If this component is selected for installation, the file AOnePolPstProc.exe and a number of supporting files are installed in the PSTProcessor subfolder of the destination folder. For instructions on deploying and using this program, see Section The PST Processor on page 69 in Chapter 6 Using ArchiveOne. Installing Quick Link The Quick Link client makes retrieval from the archiving more Outlook-integrated. It can be run on any Windows 2003 or later system running Outlook 2000 or later. The operating system and Outlook version may be 32 bit or 64 bit. Without Quick Link, when a user clicks on a message link, they will see a URL. To retrieve the item, they must click on it, and will be shown the archived message using OWA. As an alternative, if they have Quick Link installed, when they view the message link in the preview pane they will see the start of the message with some instruction, and when they double-click to view, the archived message will be retrieved and shown using Outlook, if it is available. So, when directly connected to a fast archive, the user will not experience any difference, whether the message being viewed has been archived or not. You can install Quick Link by re-running Archive One Setup Enterprise.XXX.exe or Archive One Setup Express.XXX.exe (where XXX represents the version number) and specifying the Quick Link Installer component (if you did not do so the first time), then copying the installed ArchiveOne Quick Link Client.msi to another PC and running it (which is suitable if you want to deploy Quick Link to user PCs). The same MSI file can be used whether the Outlook installation is 32bit or 64bit. You can perform a silent installation of Quick Link, with no user interface at all, with the following command: MSIExec /i <path>\archiveone Quick Link Client.msi /qn If you have already installed Quick Link and want to deploy an upgrade to it, instead of uninstalling and reinstalling it you can run the following: MSIExec /i <path>\archiveone Quick Link Client.msi REINSTALL=ALL REINSTALLMODE=vomus Page 42 of 157

43 To make use of Quick Link, if you are not logged into your PC as a user that s authenticated to the ArchiveOne Service (for instance, logged into their PC as a member of the domain the ArchiveOne Service is in, or to a trusted domain) then Quick Link will request a username and password. Quick Link uses two different methods for connecting to the ArchiveOne Service: Connecting to the Search and Retrieval Website using web service protocols using anonymous authentication. If that connection fails for any reason, Quick Link will attempt a DCOM connection to the ArchiveOne Service. This will depend on whether the user running Quick Link is allowed to make DCOM connections into the ArchiveOne Service machine see Section Managing DCOM and firewall security on page 44 in Chapter 4 Installation. For instructions on using this program, see Section Quick Link on page 79 in Chapter 7 Using Client Components. Installing the Laptop Client The Laptop Client component assists with maintaining a copy of a user s archive on their laptop, so it can still be used when the laptop is disconnected from the network. It can be installed on any PC that is sometimes fully connected and sometimes disconnected from the network, that is running Windows 2000 or later and Outlook 2000 or later. The operating system and Outlook version may be 32 bit or 64 bit. If a user using a PC which has Laptop Client installed connects to a mailbox that has been prepared for offline synchronization, then while they are online Laptop Client will silently copy their archive onto the PC s local hard drive, and while they are offline any attempt to retrieve from the archive will retrieve from the local copy of their archive. You can install Laptop Client by re-running Archive One Setup Enterprise.XXX.exe or Archive One Setup Express.XXX.exe (where XXX represents the version number) and specifying the Laptop Client Installer component (if you did not do so the first time), then copying the installed ArchiveOne Laptop Client.msi to another PC and running it (which is suitable if you want to deploy Laptop Client to user PCs). The same MSI file can be used whether the Outlook installation is 32bit or 64bit. The Laptop Client needs to know the name of the Configuration Server that the ArchiveOne Service connects to, in order to find offline repository information. This can be done in one of three ways: If you installed the Laptop Client Installer component, you were asked for a configuration server name. This has been written into the ArchiveOne Laptop Client.msi setup program, so running this will pre-configure the Laptop Client to use the server name you specified. If for any reason you want to override that configuration server name, you can do so by using the following command to install the component: MSIExec /i <path>\archiveone Laptop Client.msi EXCHANGESERVER=<name> where <path> is the path to the ArchiveOne Laptop Client.msi file (default C:\Program Files\c2c systems\archiveone ) and <name> is the configuration server name. If you have already installed Quick Link and want to deploy an upgrade to it, instead of uninstalling and reinstalling it you can run the following: MSIExec /i <path>\archiveone Laptop Client.msi REINSTALL=ALL REINSTALLMODE=vomus Page 43 of 157

44 If for any reason you want to do so after installation, you can run the installed AOneSync.EXE program with a single command line parameter of the configuration server name. This only needs to be done once, and will reconfigure that PC to use the new configuration server after the next reboot. A part of the installation involves configuring the AOneSync.EXE program so that it is run each time the PC starts. It can be configured to appear as a tool tray icon, although it doesn t do so by default. Laptop Client will attempt to download the user s offline repository using either file sharing or HTTP/HTTPS protocol to the Search and Retrieval website. If using HTTP/HTTPS, the user may be challenged for a username/password to authorize access. If this is granted, a security token will be generated which will allow them access for 30 days after this time they will be challenged again to authenticate. The Laptop Client component includes the Quick Link component see Section Quick Link on page 79 in Chapter 7 Using Client Components. For more information about Laptop Client, see Section The Laptop Client on page 79 in Chapter 7 Using Client Components. Using non-english language environments Some parts of ArchiveOne are available in languages other than English. The files required to display non-english in each component are installed with the component, where available. The available languages are: Client facing components (Quick Link, PST Processor, Search Website) are available in French and German Admin, Service and Laptop Client are available in French Documentation are available only in English The language used by the ArchiveOne component is based on the configured user language of the installed operating system. For instance, if a Windows system is configured to run in French (whether French (France), French (Canada) or any other sublanguage of French) then ArchiveOne client components will use a French language user interface. If the component is not available in the language of the operating system is not available, English will be used. If you have a need for other languages, or wish to produce your own translation, please get in contact with C2C Systems or your sales representative. Managing DCOM and firewall security If you are installing the ArchiveOne Service on Windows 2003 with Service Pack 1 or later, and you are planning on allowing ArchiveOne Admin to be run by users who are not administrators (ie not members of the Local Administrators group on the server running ArchiveOne Service), the configuration of Windows needs adjusting to allow these applications to connect to the ArchiveOne Service. This is because one of the security enhancements to Windows 2003 SP1 was to restrict inbound COM connections, and this restriction needs to be lifted. You can either remove any limitation on inbound COM connections, or limit it to a known group of users (those who are going to use ArchiveOne Admin). Page 44 of 157

45 Note that COM security operates at two levels the machine configuration and the service configuration. In order for a user to successfully use an application that connects to a service on another machine, they need rights both to connect into the machine and to connect to the service for non-administrative users, both these rights are denied. The following process removes the restriction on who can connect into the machine, but they will still be prevented from using most services as most services will be configured to deny them connection to the service. This is desirable as it prevents rogue users from connecting to services they should not be connecting to and then attempting buffer overrun or denial of service attacks. On top of all this, if the DCOM (Distributed COM) service is turned off, no external access to the server will be possible at all by ArchiveOne Admin or Quick Link. Another security restriction introduced was the Windows Firewall, which is turned off by default in Windows 2003 SP1. There are two groups of changes that may be required to the security configuration: DCOM security, which can be changed either by choosing the option during setup or by making manual changes later. Windows Firewall, which must be changed manually if it is enabled. The installation will ask if you want to allow members of the ArchiveOne Users group to access the server through DCOM. All members of the Domain Admins group already have access to the server through DCOM, so you only need to use this option if you intend to have users that are going to be authorized to use ArchiveOne Admin but are not members of Domain Admins. You can change this configuration at any time using the following Windows process: Run Control Panel Select Administrative Tools Select Component Services Select the Component Services node, then the Computers node Right-click on the My Computer node and select Properties Select the COM Security node Click the Edit Limits button in the Launch and Activation Permissions box To allow a selected list of users to connect into the machine to use any COM service that will allow them a connection (including ArchiveOne Service), click Add, choose the users and click OK, then select them from the list and tick the Remote Launch and Remote Activation boxes under the Allow column If you have the Windows Firewall enabled, you must also do the following: Run Control Panel Select Windows Firewall If Off (not recommended) is selected, you don t need to make any other changes Select the Exceptions page Page 45 of 157

46 Click Add port Enter HTTP into the Name box and 80 into the Port number box Click OK. If you get a Cannot be added error due to it already existing, then OK the error and cancel the dialog Click Add port Enter HTTPS into the Name box and 443 into the Port number box (if you are planning to use SSL to connect to the ArchiveOne Policy Search and Retrieval Website) Click OK. If you get a Cannot be added error due to it already existing, then OK the error and cancel the dialog Click Add port Enter RPC port mapper into the Name box and 135 into the Port number box Click OK. If you get a Cannot be added error due to it already existing, then OK the error and cancel the dialog Click Add program Click Browse and find the AOnePolService.exe application, which is typically: C:\Program Files\c2c systems\archiveone\aonepolservice.exe Click OK. If you get a Cannot be added error due to it already existing, then OK the error and cancel the dialog Click OK to commit the changes Page 46 of 157

47 5 Getting Started Basic Configuration By now you should have done the following: Installed ArchiveOne Service, ArchiveOne Admin and the Search and Retrieval Website on a suitable server. Installed a third party storage manager, if you are using one. Calculated the correct sizing and chosen disk locations on your ArchiveOne Service system, or fast connected storage, for the Index Base Directory and either Archive Cache Directory or Archive Base Directory. You should now do the following: Choose ArchiveOne Admin from your Start menu. Expand the ArchiveOne Policy node and click on Status. Right-button click and select Choose server. When you are prompted for an Exchange server, choose your Exchange server s name and click OK. If no on-premises Exchange systems are found you will be offered Exchange Online. As this is the first time ArchiveOne has been used on this server, you will be asked if you want to run the Quick Start or Advanced configuration process. If you choose Quick Start it will run the Mailbox Archiving Wizard see Chapter 10 Mailbox Archiving Wizard on page 98. If you choose Advanced, it will run the Repository Configuration Wizard as follows: On the Repository Name page, enter the repository name Standard. On the Storage manager page, choose the type of storage you are using. On the Index location page, enter your chosen Index Base Directory. On the Archive location page (which will only be present if you are not using a third party storage manager), for Archive Base Directory, enter your chosen Archive Base Directory. On the Archive page (which will only be present if you are using a third party storage manager), specify your Archive Cache Directory and Archive Cache Size, and one of the following: If you are using CA BrightStor ARCserve Backup, the device group name of your storage device, from the drop-down list. If you are using HP OpenView Storage Data Protector, the device name of your storage device, from the drop-down list. If you are using QStar, the path to your Integral Volume by clicking the Browse button. If you are using EMC 2 Centera, enter the DNS names or IP addresses of the Centera access nodes you wish to connect to. To do this enter the name or address in the control on the right and click Add. When you have entered all of the access nodes that you wish to use, click Test access nodes and ArchiveOne will attempt to connect to the Centera. If any nodes are not accessible, this information will be displayed and you can remove them from the list by highlighting them and clicking Remove. You Page 47 of 157

48 can also specify the location (on the ArchiveOne Service server) of your Pool Entry Authorization file, if you have one. You will have been given this by the Centera Administrator if your Centera requires an access profile. For Centera, the Archive Cache Directory and Archive Cache Size can be specified on the next page. If you are using PoINT (PowerFile or other hardware), the path to your PoINT system s repository drive, make sure to include the name of the volume set in the location path (example: I:\archive06 ). If you are using BridgeHead HT Data Repository, the name of your HT Data Repository (not to be confused with the name of your ArchiveOne Repository). If you are using a drive-mapped storage manager, the path to your storage manager drive or UNC, eg \\mystorage\share. If you are using a storage manager provided by a Storage Controller Module, click on the Configure button on this page to configure the storage manager consult the documentation provided with the Storage Controller Module for details of how to configure the storage manager. On the Rate control page, leave this disabled, but consider if you should configure them later see Section Rate Control Page on page 106 in Chapter 11 Repository Configuration Pages. Leave Retention at Indefinite. Then it will go into the System Configuration Wizard. Work through the configuration wizard, setting the following values: On the Configuration Wizard page Click Next. On the License page, if you have a full license, click the Review or change license key button, then enter the license key and click Test. If you do not have one, then an evaluation license will be created for you. You may get a warning at this point since your configuration may not be correct for the license you are using, but you can correct this later in the wizard. On the Retrieval folder page, for the base public folder for retrievals, if you want to retrieve messages to public folders then click Browse and choose the public folder you want to use. If you don t select a public folder then when you later click to retrieve messages from the archive, you ll be asked for details of a PST or mailbox to use. On the Search URL page, enter the URL you want to use for the Search and Retrieval Website. See Section Choosing a Search and Retrieval Website location on page 24 in Chapter 3 Preparing for installation for information about why you might not want to use the server name for the Search and Retrieval Website URL. All subsequent pages, you may want to configure or can leave until later if you prefer. Finish the wizard. Select the Mailbox Manager node. Right-click on it and choose Add mailbox. Choose a mailbox you want to archive, click add and OK. It will show the configuration page for the mailbox. You can see it has used the repository name of Standard and initially configured only the mailbox owner as being allowed to search into the archive of the mailbox (this does not apply to administrators, who can run an administrative search into any mailbox). Click OK, and repeat for any other mailboxes you want to archive. If you are using an evaluation license, you will be limited to 5 enabled mailboxes. Page 48 of 157

49 If you are going to experiment with searching into the archives of these mailboxes using the Search and Retrieval Website (in the way users would do), you need to configure your currently logged in user to be a user allowed to search into the archive of the mailboxes. To do that, select a mailbox in the Mailbox Manager node, view properties, click Add and add your currently logged in user, then repeat for the other users. You don t need to do this in order to perform an administrative search into the mailboxes, since all ArchiveOne administrators can search into any mailbox using the administrative search in ArchiveOne Admin. You have now configured ArchiveOne, and can proceed to run policies, archives and searches. You just ran two configuration wizards, one to configure a repository and one to configure the Status node (basic configuration settings). You can view the configured properties of either by clicking on Standard in the Repositories node, or selecting Properties on the 'Status' node respectively. You can re-run the wizards for each by selecting Run configuration wizard on either. You should be aware that once you have done some archiving, changing some of the core configuration options such as the storage type may result in your archive becoming inaccessible. Basic Archiving Once you have configured ArchiveOne, you can archive some mail to it, and then search for it: Click on the Policies node and click the New toolbar button. Enter a name for the policy. If you want to define any characteristic of the mail to be archived such as its age, click on Search Criteria and enter the characteristics you want. Click on Where to Search and click All enabled mailboxes and OK. You can also configure here when to run this policy (eg once a week), and when to stop it (ie what s the maximum time to run for). Click on Actions and choose Archive and OK. Click Done to finish the policy. Click the Start now toolbar button, and the Policy Status window will appear. Here you can watch the process until it completes, or you can close the window and it will still carry on in the background. Most actions other than Archive run in one phase, and results appear in the top half of the status page. Archiving runs in two stages preparing the mail for storage, then storing it and once the first phase completes in the top window, the second phase will start in the bottom half of the status page. Once it has finished on both halves, all messages will have been archived. If you log into one of the mailboxes, you will see that the messages have been replaced with a message link (its envelope icon will have an A next to it). The behavior of this message link will depend on whether you have installed the Quick Link client. If you have, double clicking on the message link will silently retrieve the archived message and display it as an Outlook message. If not, the archived message will be displayed using OWA, if it is enabled. For more information about how to set up archiving to run smoothly for a large number of mailboxes for a long period, see Chapter 19 Long-term Configuration on page 131. Page 49 of 157

50 Basic Searching As an administrator, you can search the archive using ArchiveOne Admin. For details of how to do that, see Section Archive Searches Node on page 57 in Chapter 6 Using ArchiveOne. As a user, you can use the Search and Retrieval Website to search the archive of your mail. Log into a PC (the same or a different one) as one of the users you have just archived, and in Outlook you should see a Search archive folder. Click on this and you should see a search form from the Search and Retrieval Website. Try this, to search into the archive for an item you know is there. See Section The Search and Retrieval Website on page 68 in Chapter 6 Using ArchiveOne for details of how to do that. If your installation is configured to use OWA, then you will be able to view the messages you have found in the archive. If not, you will still be able to retrieve them into the Retrieved items folder in your mailbox, and view them with Outlook. The Quick Link client does not change the behavior of the Search and Retrieval Website. You can configure any given user as being allowed to search into the archive of a given mailbox by default, each mailbox can only be searched by its owner. See Section Mailbox Manager Node on page 54 in Chapter 6 Using ArchiveOne for details of how to do that you may need to log back in as your original user to be able to use ArchiveOne Admin. Configure a user as being allowed to search into one of the archived mailboxes, then log into a PC as that user and use a web browser to go to the Search and Retrieval Website (using the Search and Retrieval Website URL). You should be able to select to search into the archive of one of the mailboxes, in the same way as you did when you clicked on the Search folder in Outlook. You can return to the policy definition and choose different criteria and actions for your policy. Try experimenting with different options. Try creating a policy that archives from a PST file (see Section Where to search on page 115 in Chapter 12 Defining Policies). Once it has run, you should be able to see details of the PST file by clicking on the Coupled PSTs node. Page 50 of 157

51 6 Using ArchiveOne Status Node This node allows you to check and change the basic configuration of your ArchiveOne installation. When selected, the right-hand pane shows the current version number, the Exchange server being connected to, and the server hosting the ArchiveOne Service if you are having configuration problems, it can be useful to check that these are as you expect them to be. Right clicking on this node displays the following menu options: Configure view the configuration pages for ArchiveOne. This does not include some fundamental options, such as the location of the index, which should not be changed without understanding the consequences. To change these options, use the Run Configuration Wizard option. Choose Server select which Configuration server to look at to find the ArchiveOne configuration data (including which server is running the ArchiveOne Service). If you have multiple ArchiveOne Services, each connected to a different Configuration server, you can use this option to switch between them. If you restart your ArchiveOne Service, you can use this option to get ArchiveOne Admin to reconnect to it. Run System Configuration Wizard this re-runs the Configuration Wizard which was used to first configure ArchiveOne. This retains all existing configuration information, so if you make no changes to the pages as you go through, then no changes will be made to the configuration. You should be aware that you can harm your archive by making changes through the Configuration Wizard. For instance, if you change the type or location of the archive and have not moved the physical data, subsequent retrievals from the archive will fail. Run Mailbox Archiving Wizard this option runs a wizard that will automatically create a set of repositories and policies based on a simple set of criteria. You are first asked to define how far back (in years), and how many years in the future you wish to create repositories for. The wizard then asks you which type of criteria will be used for generating the set of policies (either based on the message age or its size). Once completed the wizard then generates a complete set of repositories and policies pre-configured to match your earlier choices. Chapter 10 Mailbox Archiving Wizard on page 98. Run Journal Archiving Wizard this option runs a wizard that will ask which mailboxes are being used for journaling and other questions about the sort of journal archiving you want to do, then create Journal Repositories and Journal Policies to do it. Edit Custom Properties This allows you to define a set of custom MAPI properties that can be used with the search criteria for a policy. See Section Custom Properties on page 67 in Chapter 6 Using ArchiveOne for more information on custom properties. Manage Password see Section Service account password management on page 132 in Chapter 19 Long-term Configuration. Role definition This allows you to assign what roles other administrators have on the policy. See Section Defining roles behavior on page 83 in Chapter 8 Roles and Users Management. System Health Node ArchiveOne regularly checks various aspects of the system to ensure it s running smoothly by running a set of tests. You can configure when this happens and what sort of notifications it produces. The tests will be run at a scheduled time (by default daily at 6am), but can be run immediately by right-clicking on the System Health node and choosing Run Now. Page 51 of 157

52 When a set of tests are completed, a summary of the results of the run are shown on the right pane of this node. This will show the number of tests that succeeded, failed or reported a warning. You should investigate any failures or warnings that appear, by double-clicking on the result row to see a list of the results. You can right-click on a report and choose to view, save or delete it. If you need to send a System Heath report to C2C Support for analysis, use the Save option. Right-click on the System Health node and choose Configure. This will show a dialog allowing you to configure the following characteristics: The schedule on which to run the set of tests. Typically this should be done daily or weekly. A list of tests to exclude from the results. Whether or not to download new tests as they become available. This should generally be enabled. notifications can be configured to be sent: Whenever a set of tests are run. This is the default setting after installation, but once you find the system is running smoothly you could change this to the next option. Only if one or more of the tests does not complete successfully. Disable sending notifications. If sending is enabled, you must configure the address to use and the SMTP host (typically the name of an Exchange server one with the Hub role if running Exchange 2007 or 2010, or any server if earlier but could also be an external server such as Google Mail). You can click Advanced to set SMTP port and authentication details if required. Once configured, you should click Test which will attempt to deliver a test mail using the configured details. Mailbox and Journal Repositories Nodes A repository is an archive of one or more mailboxes, which consists of a set of data files stored either on a storage manager or on hard drive, and a set of index files which must be stored on hard drive. Multiple repositories are independent, and can have different configurations they can have different storage, different retention periods etc, and one repository can be removed without affecting others. A repository typically holds the archive of a number of mailboxes, and there would only be one or a few repositories to hold all the mailbox data for all mailboxes. If you have run ArchiveOne Admin, you have already set up a repository. This may be sufficient for your needs you should only create others if you want to configure the mailbox archive in multiple types of storage or configure them differently. There are two types of repository, Mailbox or Journal, listed on the corresponding nodes. Mailbox repositories only store data archived from standard mailboxes and Journal repositories only from journal mailboxes. If you have multiple ArchiveOne installations (Enterprise or Compliance) on multiple servers, it is possible to add a reference in the current Mailbox Repositories node to a repository controlled elsewhere. That is to say, the repository can be archived to by this product but its configuration is held and managed by another ArchiveOne Admin. This is referred to as a linked repository; the original is the referred to as the link parent and the linked one is referred to as the link child. Once you have linked to a repository, you can use the link child in exactly the same way as any repository for archiving. There are some differences in behavior: Page 52 of 157

53 Attempting to delete a link child will only unlink it. Linked repositories can t be renamed. Restoring of an index for a repository can only be done on the link parent. You cannot link to a repository that is using a storage manager unless the link parent and link child are using ArchiveOne installed on the same server. To create a new repository, click on the Mailbox Repositories node and then click on the New toolbar button. This will launch a wizard to prompt you for a series of characteristics, then create the repository. You can then go to the Mailbox Manager node, view the properties for a mailbox, and specify that it is to use your new repository as its archive. Also see section Grouping Mailboxes into Repositories on page 21 in Chapter 3 Preparing for installation. To link to an existing repository, click on the Mailbox Repositories node and then click on the Add Linked Repositories toolbar button. Choose the Manager (Policy or Compliance) and the Configuration server name that the manager is processing, and then click Next. If there are any suitable, accessible repositories, they will be listed. Check the repositories you want to link to and click Done. Note that your logged in user and the user running the ArchiveOne Service (typically called ArchiveOneAdmin ) both need full read/write access to the add-ins share on the link parent server, the manager-specific subdirectory beneath it and all files and directories beneath that. To manage Journal repositories, run the Journal Archiving Wizard. Repository configuration includes the following, although some may only appear on the New Repository wizard, some only on the property page for a repository, and some dependent on whether the repository is a standard or sync one: Storage manager to specify the storage manager the repository should use Index Location and Archive Location to specify the Index Base Directory and Archive Base Directory to use. Retention period if one is specified, then archived mail created more than this period ago will be marked as expired that is to say, they will no longer appear in standard search results and the message links for the mail will be deleted, but the mail will remain in the archive and an administrative search for expired mail will find it and be able to retrieve it. Rate control this allow you to control the rate of data flow, which allows you to avoid situations where your Exchange server is overloaded. Index subdirectory name and Archive subdirectory name these will initially be 1, but you should change this if you want to extend the index or archive onto a new hard drive, and you have mounted the new drive as a different subdirectory of the Index Base Directory or Archive Base Directory of the repository. Each mailbox can only be archived to one repository. If you have archived a mailbox to one repository and now wish to change it to another, you can t move the mail already archived but you can change the archive location for new mail archived from the mailbox. If a repository is using a storage manager and is not a link child, right-click on the repository and you will see a Restore index option (disabled if you are not using a storage manager) for information about this, see Section Restoring the Index on page 131 in Chapter 19 Long-term Configuration. Multiple repositories do not affect search permissions. If an NT user has rights to search into the archive of a mailbox, they can do so regardless of which repository the mail has been archived to, and Page 53 of 157

54 even if the mail is spread over multiple repositories. When defining an administrative search, you can specify which repository to search the only benefit of this is to speed up searching. Items queued for archiving into a repository will be processed on one of the following events: An archive policy which has written data to the repository has completed. At the start of each hour. When the repository is right-clicked in the node and Start Archiving Now is chosen. There are several features which are specific to repositories using Amazon S3 Disaster Recovery Storage Manager: The right-click context menu will include Convert to local disk-based to covert the repository from Disaster Recovery to local. It will also include Verify. This will compare the S3 stored files with the local files and report if they match or not. The Verify process will be run on a regular basis. Right-click on the Repositories node and choose Set Repository Validation Schedule to configure when this happens. Any non-storage Manager repository will have Convert to DR on its right-click context menu which will convert it to an Amazon S3 Disaster Recovery repository. The Role definition toolbar button allows you to assign what roles other administrators have on the repository. See Section Defining roles behavior on page 83 in Chapter 8 Roles and Users Management. To view the history of all updates to all repositories, right click on the 'Repositories' node and then click on the History menu option. To view the history of all updates to any one repository, right click on the repository and then choose the History menu option. Either option will show both numeric and graphical representations of the history of size changes of the repository. If you are running multiple instances of the ArchiveOne Admin application, you will find that changes made on this node in one instance are not visible on the other instance. If you suspect there have been changes, you should restart your instance to ensure it has up to date data. Mailbox Manager Node This node allows you to configure the mailboxes for use with your ArchiveOne installation. It defines which mailboxes can be processed with the policies and the users that can search into the mailbox archive. Select the Mailbox Manager node node, and a list of mailboxes will appear on the right pane, or a message telling you that you need to add some. Operations on the Mailbox Manager node or individual mailboxes include: Properties brings up a page through which the default properties for a mailbox can be set. It also allows you to configure the default client settings for mailboxes see Section Client Settings on page 78 in Chapter 6 Using ArchiveOne.. Add mailbox adds a mailbox into ArchiveOne. Mailboxes are added with the defaults set in the configuration pages and with the owner of the mailbox as the only user allowed to search into the archive of the mailbox. If a distribution list is selected than all mailboxes in the list are added. The distribution list is not remembered if a user is added to the distribution list later, they are not Page 54 of 157

55 automatically added to the Mailbox Manager. Mailboxes currently configured into Exchange journaling rules are excluded from being added to Mailbox Manager. Select mailboxes this is used to pre-select all mailboxes in a distribution list. Role definition This allows you to assign what roles other administrators have on the policy. See Section Defining roles behavior on page 83 in Chapter 8 Roles and Users Management. Operations on the selected mailbox or mailboxes include: Properties brings up a page through which all the properties for the mailbox can be edited. Enable/Disable processing if a mailbox is disabled then it will be excluded from a policy and does not count as a part of the license counting. Enable/Disable search enable whether a search folder is created in the mailbox when the mailbox is processed. The folder name is defined in the configuration pages. When the folder is selected, the Search and Retrieval Website is displayed. Enable/Disable retrieve enable whether a folder is created in the mailbox when the mailbox is processed. This is where the retrieved items from the Search and Retrieval Website are stored. The folder name is defined in the configuration pages. Add/ Remove users adds or remove users that are allow to search into the mailbox archive. Delete Removes the mailbox from ArchiveOne. Set repository sets which repository mail in this mailbox should be archived to. Archive policies will archive the mailbox s mail to the configured repository Client settings see Section Client Settings on page 78 in Chapter 6 Using ArchiveOne. Role definition allows you to assign what roles other administrators have on the mailbox object in the manager (not the mailbox itself). See Section Defining roles behavior on page 83 in Chapter 8 Roles and Users Management. When either Quick Link or Laptop Client is used on a client machine, it informs Mailbox Manager of the version being used. If you view the columns to the right on the Mailbox Manager node, you will see some telling you the client version, machine, product (Quick Link or Laptop Client) and update time of the software on the client machine. You can use this to, for instance, identify if some clients have not been updated with the latest versions of these products. If you are running multiple instances of the ArchiveOne Admin application, you will find that changes made on this node in one instance are not visible on the other instance. If you suspect there have been changes, you should restart your instance to ensure it has up to date data. Public Folder Manager Node This node allows you to configure the public folders you want to process. If your Exchange system does not have a public folder store, this node will display a message indicating so and you will not be able to add public folders to it. Once a folder is listed here, you can define a policy to process either the folder or the folder and all its subfolders. By default, all users have permission to try to search into a public folder, but you can instead configure only certain users to do so. Page 55 of 157

56 Unlike mailboxes, for a public folder there is no option to create a retrieved messages folder or a search archive folder (users must use the search archive folder in their mailbox to search the archive). No operations except unarchive will apply to replicated public folders, or to public folders who are only accessible through referral or affinity. This is because message links won t operate as expected on the replica, and operations would be very slow through a referral or affinity link. If you have archived a folder and you need to make it replicated, you should unarchive it. To assist this, there is a Folder is replicated policy search criterion. The folder paths must not overlap with the paths of public folders in use for any other configuration item. For instance, the folder added to the Public Folder Manager must not be a subfolder of the public folder configured for retrievals. If you are running multiple instances of the ArchiveOne Admin application, you will find that changes made on this node in one instance are not visible on the other instance. If you suspect there have been changes, you should restart your instance to ensure it has up to date data. The Role definition toolbar button allows you to assign what roles other administrators have on the folder object in the manager (not the folder itself). See Section Defining roles behavior on page 83 in Chapter 8 Roles and Users Management. Policies Node Policies can be configured to carry out searches across your Exchange information store for messages that meet specific criteria. For Example you can search for messages that have reached a certain age that you wish to archive off of Exchange to a selected storage device. You can specify multiple policies, each with its own search criteria, actions, schedule for running, and other details. You must set up criteria for your policy, and then you can configure ArchiveOne to run the policy either as a scheduled task overnight, or run immediately. At the end of its run, it will produce a list of the messages that meet the criteria. Detailed configuration of Policies is discussed in later chapters see Section Policy Definition in Chapter 12 Defining Policies on page 108. Select the Policies node, and a list of policies will appear on the right pane that have previously been created and defined. A number of pre-defined policies have been produced which could be customized and subsequently used. The behavior of policies may depend on the type of license you are using. For instance, if your license does not allow Journal Archiving you will not be able to run journal archiving on this node. Operations on the Policies node include: New causes the creation of a new policy, which is initially given a default name. You will be shown the policy definition dialog (as displayed by Edit below). It is recommended that you change the name to one that closely describes the policy. These policies can then be customized to include user specific criteria and actions. View Status brings up a page through which the progress of the current Policy Manager task or the last task can be checked. This dialog could also be utilized to stop the current policy or to view the results of the manually invoked policy. View Mailbox/Journal Archiving results this will show the results of all phase 2 archiving (storage in the archive) for either mailbox archiving policies or journal archiving policies. Run Journal Archiving Now this will start the journal archiving process Page 56 of 157

57 Import used to import policy definitions previously exported using the 'Policy Export' page. It will ask for a policy export file, and import the policies in it. If a policy being imported has the same name as an existing policy, and the existing policy is there because it was previously imported, then the new one will overwrite the old one otherwise if the names clash you will be asked for a new name for the new policy. Choose Preset Policies this displays a list of groups of example policies. If you choose to create a set of policies from the list, they will be created in the Policies node and will be configured with some values. You will need to edit these policies to match your environment and requirements before they can be used, such as choosing the list of mailboxes they should process, choosing a destination folder and setting a schedule. Role definition allows you to assign what roles other administrators have on the policy. See Section Defining roles behavior on page 83 in Chapter 8 Roles and Users Management. Operations on a selected Policy include: Edit (or double-click the policy) displays the Policy Definition dialog. For further information, refer to Section Policy Definition on page 108 in Chapter 12 Defining Policies. This is not allowed on Journal Policies. To change Journal Archiving, run the Journal Archiving Wizard from the Status node. Duplicate makes an identical copy of the policy with a similar name. Start now executes the policy for immediate processing. View Result of Start now runs allows a user to view the results of a policy that has previously been run using Start now. View Result of scheduled runs allows a user to view the results of a policy that has was scheduled to run at a particular time. View Results of PST runs displays the results following the execution of a policy which processed PST data. This will only display results if the results option was used on the PST Processor command line. Export writes the selected policy s configuration to a file that can then be imported to another installation of ArchiveOne. Delete asks if you want to delete the selected policy. You can opt to delete any results files associated with the policy, or leave them. Role definition allows you to assign what roles other administrators have on the policy. See Section Defining roles behavior on page 83 in Chapter 8 Roles and Users Management. To run a policy, either select it from the list and use the right menu item Start now, or specify a schedule and wait for it to run. The search may take some time if it is searching in a large number of folders. You can view the results using one of the 'Show Results menu options. If you are running multiple instances of the ArchiveOne Admin application, you will find that changes made on this node in one instance are not visible on the other instance. If you suspect there have been changes, you should restart your instance to ensure it has up to date data. Policy results are by default deleted when they are 90 days old. You can change this behavior using the option on Status node configuration. Page 57 of 157

58 Archive Searches Node The Archive Searches node is used for administrative search into the archive. It can search into all archived mail. For uses to search only into the archives of their mailboxes and other authorised mailboxes, they should use the Search and Retrieval Website see Section The Search and Retrieval Website on page 68 in Chapter 6 Using ArchiveOne. Click on the Archive searches node and then click on the New toolbar button. It will create a new search, which you can then define to your requirements. The search will be saved on the server (shared between all instances of ArchiveOne Admin connecting to the same server) and can be run at any time in the future without having to redefine the search. The configuration options available are: Content criteria, which is split into basic and additional criteria. The Message contains can be used to search for a simple word or phrase, or can be used with the following options: one AND two will find messages containing both words (this is the default if you just list words without an operator such as AND between them) one OR two will find messages containing one or other words one NEAR two will find messages containing both words within 10 words of each other crown jewels (a phrase in quotes) will find messages containing both words together as a phrase Page 58 of 157

59 (one OR two) AND three (a search expression in brackets) will find messages containing three and either one or two *day (use of * as a wildcard) will match any word ending day a star * can be used anywhere in a word to indicate any number of missing letters thurs??? (use of? as a wildcard) will match any word starting thurs followed by exactly 3 letters a question mark? can be used anywhere in a word to indicate one missing letter If you want to exclude words, put them into the Subject, body or attachments do NOT contain any of these words box. You can optionally add Additional criteria by choosing a property, condition and value, and clicking Add. You can have as many additional criteria as you like. You should be aware that some text based search criteria in the Additional criteria will be affected if the corresponding property in the message is over 111 characters long. For instance, if the subject of a mail is more than 111 characters, a search for Subject contains xyz will not find xyz if it occurs at the end of the string, but a search for Subject starts with xyz should correctly find messages whose subject starts with xyz, regardless of the length of the subject. When searching into the index, the words in embedded messages and their attachments will be indexed as searchable words, but none of the advanced criteria (such as delivery date) will be applied to embedded messages, except the filenames of attachments to embedded messages. Source criteria, which you can use to identify the mailboxes and public folders whose archives you want to search into. Status criteria, which you can use to specify searching into expired items (which have exceeded their repository retention time), deleted items (selected for deletion by an administrator), or on hold items (which an administrator has decided should not be allowed to expire or be deleted). This can also be used to specify search into the recycle bin for more information, see Section Recycle Bin Node on page 66 in Chapter 6 Using ArchiveOne. Repository criteria, which you can use to identify which repository you want to search into. If you have a lot of repositories but you know you are only looking for mail archived into one, you can use this option to speed up the search. You can also select to search all mailbox archiving repositories or all journal archiving repositories. Sampling rules, which you can use specify that you only want to see a subset of the items found (eg 1 in 13 of them). The items are selected from the search results at random, so a repeated sample search will typically show different items. You can ask the search process to list a summary either of all messages that exactly match the search criteria, or of the messages that best meet the criteria, in order of quality of match. The latter will be ranked by characteristics such as the frequency and closeness of words being searched for, but this may not list some matches that do not match the criteria very well. The Role definition toolbar button allows you to assign what roles other administrators have on the search. See Section Defining roles behavior on page 83 in Chapter 8 Roles and Users Management. When you have defined the search and clicked 'Done', select the search and click on the 'Run search' toolbar button or menu option. You may be asked why you are running a search, this information will be stored in the audit along with the details of the search being run. You can control whether archive search comments are optional or mandatory by changing the setting on the Search Comments page on the Status node configuration see Section Other Pages on page 95 in Chapter 9 Status Configuration Pages. Page 59 of 157

60 Once the search has complete, you will be asked if you wish to view a summary of all messages found, to retrieve them all to a selected public folder, PST or repository where they can be reviewed and processed using Outlook, or to delete them all (move them to the recycle bin) or delete them all if they are already in the recycle bin. If you choose to view the summary of messages, you may be warned if it is judged that retrieving the list may take some time. If you choose to continue, or if you are not warned, then you will be shown the list. If you selected to see the quality of search match, then the rank column gives a number expressing the message s relative quality of match to the search criteria. The numeric rank doesn t mean anything by itself, only in comparison to the rank of other messages. The toolbar buttons available are: Edit the search if you click Done to commit changes to the search, it will clear the current results. Duplicate makes an identical copy of the search with a similar name. Run search search the archive again, discarding the current search results. Show results folder show using Outlook the public folder into which retrieved messages will have been placed. Note that messages may have been placed into sub-folders of the folder being shown. Change retrieval location change the location into which retrieved messages will be placed. Role definition this allows you to assign what roles other administrators have on the search. See Section Defining roles behavior on page 83 in Chapter 8 Roles and Users Management. You can also right-click on the search node and select Clear search. This will clear out the list of results from display, but not change the search criteria or any items found. If you select a message or multiple messages, the additional toolbar buttons available are: Retrieve Message retrieve a message into a specified location (see below). All attributes of the message will be identical to when the message was archived. View Message retrieve a message into a specified location (see below) if it is not already retrieved, and then display it using Outlook. This is also the operation if you double-click on a message. Other buttons related to updating the message status see Section Archive Updates on page 61 in Chapter 6 Using ArchiveOne. If you plan to view messages, you should close Outlook since ArchiveOne Admin will invoke and control Outlook for you. Retrieving or viewing a message will cause ArchiveOne Admin to ask where you would like to put it. You can choose one from several options: A public folder (named by you or by ArchiveOne Admin, based on the configured base search results public folder) if public folders are enabled on your Exchange system. A mailbox either one you choose or the mailbox from which the mail originally came. You can name a base folder, in which case the folder will be created in the root of the mailbox folder tree and all messages retrieved into it. If you leave this folder name blank, messages will be retrieved into the root of the mailbox. A PST file. ArchiveOne will create a PST file in a share on the ArchiveOne Service machine and put the PST file in there. ArchiveOne Admin won t be able to display the messages you retrieve. If the PST exceeds 1Gb during retrieval, a new one will be started in the same location but with _1 Page 60 of 157

61 on the end of the name part of the filename. If this exceeds 1Gb, another with _2 will be created, and so on. Once you have finished retrieving messages, you can take the PST file to an Outlook installation anywhere to view the messages, but if you attach the PST to Outlook while still viewing and retrieving messages, ArchiveOne Service won t be able to add new messages to it. A repository the retrieved items will be committed into the repository you specify (which must already exist). If you choose this option, Bates Stamping will not be available. You can check Re-create the hierarchy which will create folders to replicate the hierarchy that the messages were originally in, and then retrieve the messages to the correct location in that hierarchy. If you are retrieving to a mailbox and have named a base folder, the hierarchy will be created in that base folder. In most cases, when retrieving you can enable Bates Stamping which will add an identifier to the body of each message retrieved for future unique identification of messages. You can select, in the case where the item being retrieved is an envelope journal item, whether to retrieve the envelope item as-is or to retrieve the item inside the envelope. Subsequent retrievals or viewings will use the same folder, mailbox or PST file to use a different folder or file, rerun the search. Archive Updates When you have run a search of the archive using ArchiveOne Admin, you can update any results shown. You can t change the message data, but you can change the retention or deletion status. Some of the following options are affected by whether the search is into the Recycle Bin or otherwise not all options are available for all searches. The options available are: Put message On Hold or take Off Hold a message on hold can t be deleted or expired, but appears as a standard search result. This is useful to mark a message of specific interest. There is no other change of behavior of the message. You can list all items put on hold by choosing the search status option Search only items on hold. Delete message this moves the message into the recycle bin, which may cause it to be subsequently deleted from the archive (see Section Recycle Bin Node on page 66 in Chapter 6 Using ArchiveOne). Undelete message this moves the message out of the recycle bin (unless it is also expired). Set Retention Period this allows you to set a specific date, or a specific time since creation, at which the messages will expire (become hidden from searches except for search for expired items ) or specify that the message will use the repository default retention period (the default status). Delete message from recycle bin this physically deletes a message in the recycle bin so it can no longer be retrieved. This operation cannot be undone once authorized. You should be cautious about updates to the archive. You can prevent users from accessing the mail archived from their mailboxes, and using the Delete from recycle bin option (or the Delete option if emptying the recycle bin is scheduled to run automatically) you can destroy archived data. When a policy runs to archive mail from a mailbox, it can be configured to also check message links in the mailbox to see if the archived message has been deleted, expired or deleted from the recycle bin, and if so, delete the message link (this behavior is set using an option on the policy actions page for an archive policy see Section Actions on page 118 in Chapter 12 Defining Policies). However, if you undelete a message from the archive a while later, it won t recreate the user s message link. Page 61 of 157

62 Investigations Node The Investigations node allows you to create archive searches whose search criteria can include tags. The archived messages found as a result of an investigation search can then have tags added, changed or removed. For an overview of tag behavior, see Section Tag Definitions Node on page 62 in Chapter 6 Using ArchiveOne. By default, investigation searches will include items in the recycle bin (that have been deleted or expired). You can change this by changing the settings on the Status criteria option on the investigation definition. Investigations can be used to search for items that have tags associated with them specify which tags by clicking the Tags button on the investigation definition dialog. Once a search is run and the summary of results viewed, a column within the search results will list the tags on each message found. If any of the tags are a hold tag, the deletion status column will list the message as Hold due to tag. It can be deleted, but it can t be purged (removed from the recycle bin). Investigations can manipulate tags in two ways: Once a search has been run, the dialog that displays to ask you what you want to do next includes a Tag actions button. If you choose this, you will be able to add, remove or change tags on all messages found by the search. If you view the summary of messages found by the search and then select some messages, you can choose the Tag actions toolbar button or right click and choose Tag actions from the menu, which will enable you to add, remove or change tags on the selected messages. Tag Definitions Node The Tag Definitions node allows you to create, update and delete tags. Tags are markers that can be attached, either automatically (using the Auto Tag node) or manually (using the Investigations node), to messages in the archive. A message can have any number of tags, and a tag can be on any number of messages. The presence of a tag is not visible outside ArchiveOne Admin, and has no influence on the behavior of the message (with the exception of Hold tags when purging, see below). There are two kinds of tags: Hold tags if a message has a hold tag, the message cannot be purged (ie deleted from the recycle bin). If the message has several tags and one or more of them are Hold tags, the message cannot be purged. Search tags these have no influence over whether or not the message can be purged, they are only for marking messages of interest. Once a tag is created, its type cannot be changed. Each tag has two parts to the identifier name and category. Name and category may be used in many ways. Some examples are provided to suggest how a group of tags can be used to refer to a particular issue or investigation by giving them a common name, and then the meaning of the particular tag can be indicated by the category, such as for review, not relevant, relevant, critical. Each tag s identifier (the combination of its name and category) has to be unique. Page 62 of 157

63 A tag can be in one of 3 states: Active the tag can be added to and removed from messages. Inactive the tag is excluded from the tag selection dialog, so can t be added and removed from messages. This is typically for tags that are no longer in common use, such as tags relating to an issue that has been resolved. Deleted the tag is no longer in use. The tag can no longer be selected for adding or removing from messages, but if a message still has the deleted tag on it, it will still appear on the details of search results. By default, deleted tags are hidden from the Tag Definitions node, unless show deleted tags is chosen from the node s menu. You cannot create a tag with the same name as another tag, even if the other tag is deleted. You cannot entirely remove a tag once it s created, you can only delete it and remove it from all messages. Note that the administrator of the archive is responsible for backing up the tag data. This is held in the TagIndex subdirectory of the index directory for the repository of the messages being tagged. Auto Tag Node The Auto Tag node allows you to configure archive searches that will be run automatically after an archive. You can configure search criteria and a list of tags, then any messages which match the criteria will have those tags added to them. Any auto tag operations only affect items archived since the last time auto tagging succeeded. It will not affect any items archived before the auto tag was created. For an overview of tag behavior, see Section Tag Definitions Node on page 62 in Chapter 6 Using ArchiveOne. Coupled and Uncoupled PSTs Nodes The Coupled PSTs and Uncoupled PSTs nodes are used to view all data ever discovered about PST files through client based searching i.e. using discovery or policy runs, including information discovered on past runs. The nodes show data found by the AOnePolPSTProc application (for detailed information, please refer to Section The PST Processor on page 69 in Chapter 6 Using ArchiveOne. The Coupled PSTs node shows the details of coupled PSTs that is, PSTs which are found by checking Outlook s current configured profile and the Uncoupled PSTs node shows the details of uncoupled PSTs that is, PSTs which are found by scanning the local hard drive from a configured path. The same PST may appear on both the Coupled PSTs node and the Uncoupled PSTs node. Under the main PST nodes there are four sub-nodes. These contain the same PST data as the main node but each node only shows PSTs which are in one of the four states Not started, Processing, Migrated (this lists PSTs which have completed migration, includes disconnected PSTs) and Failed (an error has been found when processing the PST). There are a reduced number of columns in the sub-nodes and they are in a different order. Page 63 of 157

64 When viewing results, each PST is listed, together with data such as its size. This data is not refreshed, so if you have been running ArchiveOne Admin for a while, you should close and restart it to ensure it is up to date. The columns show the size information of mailboxes connected to the PST. This is updated hourly, but you can request an immediate update of the size information of the mailboxes by right-clicking on the node and choosing Update PST Mailbox Data. Note that earlier versions of ArchiveOne Policy had a menu option in this location to update the PST data, but that is now done automatically when a new PST is discovered, it s only necessary to click refresh on this node to see the PST data. You can hide the records of PSTs from the list. If you do so, then even if the PST is discovered again, it will not be put back into the list. This can be appropriate to simplify your list of discovered PSTs if there are PSTs you know you are not interested it, but it will not prevent any other processing on the PST. You can view hidden PSTs by right-clicking on the node and choosing Show Hidden PSTs. Columns on the Coupled PSTs and Uncoupled PSTs nodes show the PST data size (that is, the size of items in the PST, which will be less than the size of the PST file itself),and its initial data size. From these a percentage progress is calculated, which can be viewed graphically by right-clicking on the node and choosing View progress. You can also view the history of processing of the PST by choosing View PST processing history. By default, PST Processor will not process a PST unless the PST is enabled on the Coupled PSTs or Uncoupled PSTs node (it will not appear until the PST Processor has found the PST at least once). To enable processing of selected PSTs, you should select each PST you want to process on this node and click the Enable processing of PST toolbar button to enable processing for it. This can be used to prevent flooding Exchange with data if the PST Processor discovers more PSTs than you anticipated. If you are using the Uncoupled PSTs node then the Enable processing of PST option will not be available until the PST has been associated with a mailbox (see later). As an alternative to this, you can configure ArchiveOne to process PSTs without requiring them to be enabled. To do this, right-click on the Coupled PSTs or Uncoupled PSTs node and choose Process all PSTs. To change back to the previous system, choose Process enabled PSTs only. In addition to this, if processing uncoupled PSTs, they must be associated with a mailbox. This is needed for policy actions such as archive, so that when the PST items are archived, they are stored as though they were from the specified mailbox, and this means that any user allowed to search into the archive of that mailbox is also allowed to search these PST items. If there is no mailbox associated with a PST (which is the default state when a PST is first discovered) then the PST will not be processed. To configure a mailbox for a PST, find the PST listed in the Uncoupled PSTs node, right-click on it and choose Set Mailbox. For the PST Processor to be able to process uncoupled PSTs, the user running the PST Processor must have rights to log into the mailboxes which are associated with the PSTs found. If a PST is going to be associated with mailbox X then the user running the PST Processor has to have rights to log into mailbox X because, for instance, the policy action may be to move data from the PST into the mailbox. The user running the PST Processor does not need to run as the user associated with the PST, only to have mailbox logon rights for that user. When a PST appears on the Uncoupled PSTs node, one of the columns will display a possible candidate for being the PST original owner, as determined by examining the messages in the PST. Other columns show the confidence level and reason for this confidence. This information can then be used to associate the PST with a mailbox so that subsequent migration will move the mail from the PST into that mailbox. This data will be N/A unless you have used the PST Processor command line option -determine_owner (which may slow down processing). Page 64 of 157

65 To configure the behavior of PST Processor, in ArchiveOne Admin right click on either PST node and choose PST Processor Configuration (both nodes display the same PST configuration data). This gives an example of the PST Processor command line, and allows you to configure the behavior of PST processing, either for a specific client machine or a default configuration for machines not listed. Double-click on -Default- and you will be shown the configuration options available. The meaning of these options are: On the Where to Look page, you can configure where the PST Processor should look to find PSTs. If the All Drives option is chosen, it will exclude system folders such as Program files On the Time page: Stall factor introduces a delay of the given number of milliseconds between each message processed. This slows down the program to prevent it using all available CPU resources. Startup delay introduces a delay of the given number of minutes before the processing begins. This gives time for the user to fully log into windows. Restart delay introduces a delay of the given number of minutes between the policy restarts. This allows the policy to be run at regular intervals to keep the results up to date. On the Start and stop page, you can specify that the PST Processor should only operate between specified times. On the Compaction page, you can specify that the PST Processor should compact PSTs at a given hour of each day, only for PSTs connected to Outlook. This uses Outlook so may be inhibited if, for instance, Outlook is displaying a dialog box to the user. On the Outlook page, you can specify whether registry keys should be created which cause Outlook to either disallow users from adding new PSTs or disallow users from making changes to existing PSTs. If the PST Processor is run once when the disable option is chosen, then run subsequently when the no change option is chosen, the disable option will still be in force until the enable option is used. On some versions of Outlook disabling the option to Modify PST content may cause operations on PST messages such as archive or migration to fail. On the Miscellaneous page: Select whether to show a system tray icon when PST Processor is running Select if the PST Processor should terminate after a single run through all PSTs Select if the PST Processor should attempt to determine the owner of PSTs found on disk (not those connected to Outlook) and display these details on the ArchiveOne Admin Uncoupled PSTs node, along with a confidence factor and a reason. Select whether, when display in the PST nodes the server for a PST, the server name should come from the client on which PST Processor is running or the server on which the PST resides (only relevant if the PST has been discovered on a UNC share). The Advanced page is there to specify non-standard options, which will typically only be used by C2C support staff. You can create configurations which only apply to a specific client machines by clicking on New on the PST Processor Configuration dialog. The list of client machines with specific configurations will be shown in the list, and you can double-click to view their configuration. If you are running multiple instances of the ArchiveOne Admin application, you will find that changes made on this node in one instance are not visible on the other instance. If you suspect there have been changes, you should restart your instance to ensure it has up to date data. Page 65 of 157

66 Recycle Bin Node When a message is deleted or expired, it becomes no longer visible on a search using the Search and Retrieval Website, and no longer visible on a standard search using ArchiveOne Admin. Instead, it is moved to the recycle bin, and can only be viewed by setting up an archive search in ArchiveOne Admin and setting the Status criteria option on the Archive Search Definition dialog to search only the recycle bin (or, in the case of expired items, you can also define the status criteria to only search for expired items). Only items in repositories that do not use a storage manager can be deleted from the recycle bin. Items in repositories that use a storage manager can expire, but they will not appear in the recycle bin. If a repository is shared with ArchiveOne Compliance, an item in it can be marked for legal hold. This will prevent the item being purged from the recycle bin (it doesn t prevent the item being put into the recycle bin). There is no way in ArchiveOne to change the status of items on legal hold, this must be done by ArchiveOne Compliance. Deleted items are handled differently from expired items. If an item is deleted, it moves to the recycle bin where it remains until it is deleted from the recycle bin or restored to become a normal message. However, expired items are only shown as being in the recycle bin because their expiration date has passed. If an expired item has its expiration date changed to a date in the future, it will no longer be expired and so no longer appear in the recycle bin. This is particularly relevant if the default retention date is changed for a repository that could cause a large number of messages to appear in or be removed from the recycle bin. Deleted or expired items will remain in the recycle bin indefinitely, unless the recycle bin is manually emptied or a schedule is configured to empty it. The main purpose of emptying the recycle bin is to recover disk space for items stored in the archive that are no longer required. NOTE ITEMS DELETED FROM A REPOSITORY CANNOT BE RECOVERED PROCEED WITH EXTREME CAUTION. The recycle bin can be manually emptied by clicking on the Recycle Bin node and choosing the Empty recycle bin toolbar button. You can choose the repositories whose recycle bins you want to empty. The list of repositories will only contain those that do not use a storage manager, and if all is chosen, only repositories that do not use a storage manager will be emptied. You will then be required to type the word delete in order to confirm that you want to delete all items in the given repositories in the specified age range from the recycle bin. You can set up emptying the recycle bin as a scheduled operation, by clicking on the Recycle Bin node and choosing the Configure Schedule toolbar button. You can specify the repositories to be processed and you can configure a schedule. You can also choose an age range. Only messages which have been in the recycle bin between the given ages will be deleted the upper age limit is to prevent accidental deletion of messages whose expiration date has been misconfigured. You must confirm the configuration by typing the word delete. Configuring scheduled emptying of the recycle bin is not recommended during the early stages of configuring the archiving process. Initially, all messages should be checked to ensure they are correct candidates for deletion before a manual emptying is chosen, since an empty the recycle bin operation cannot be undone. Only when the manual examination and emptying process has not highlighted any issues for some time should you consider using scheduled emptying. The default role of ADMINISTRATOR is not allowed to configure a schedule for emptying of the recycle bin. If you want to schedule emptying the recycle bin, you should create a role based on the Page 66 of 157

67 ADMINISTRATOR role, grant it this permission, assign the new role to a user, log in as that user, and run ArchiveOne Admin to configure a recycle bin schedule. For more information, see Section Roles and Users introduction on page 81 in Chapter 8 Roles and Users Management. If a repository or a message s expiration date is changed, it may have unexpected results from the point of view of recycle bin management. For instance, consider a message created 35 days ago, archived into a repository where the default expiration period is 30 days. This means that the message has nominally been in the recycle bin for 5 days, and would not be deleted by an Empty recycle bin operation that only deleted items that had been in the recycle bin for more than 10 days. However, if the repository s default expiration period was changed to 20 days, the same message would be interpreted as having been in the recycle bin for 15 days and so would be deleted by a Empty recycle bin operation that only deleted items that had been in the recycle bin for more than 10 days. Roles and Users Node The Roles and Users node contains options for controlling which users can do which operations in ArchiveOne. For more information, see Section Roles and Users introduction on page 81 in Chapter 8 Roles and Users Management. Custom Properties When a search is defined, ArchiveOne can compare a large number of properties of messages, folders, mailboxes and PSTs with defined criteria. However, not all properties can be compared. You may want to add custom properties for the following reasons: To search MAPI properties added by 3 rd party applications. To search Exchange properties that are not in the ArchiveOne standard set of search criteria. Custom MAPI search properties can be defined by selecting the Edit Custom Properties context menu item from the 'Status' node. You can use this dialog box to extend the search criteria used within policy definitions to provide an almost unlimited range of criteria. Prior knowledge of MAPI and property definitions is required to use this feature. There are three types of custom search property that can be defined by selecting the buttons on the dialog: Fixed ID properties any MAPI property defined with a fixed ID, typically with an ID value below 0x8000. Only the ID part, not the type, is required. For instance, for the tag 0x E, only the ID part of 0x0037 is required, not the type part of 0x001E. Named properties any MAPI property defined using a GUID and a name or ID. Address book properties any address book property, only for use with mailbox search criteria. Selecting each button brings up a dialog box to allow you to define that type of MAPI property. In each case, you must specify what type of object (mailbox, folder, message or attachment) the property applies to, and what type (string, number or date) it is. The exception is address book properties, which can only apply to mailboxes and can only be strings. Once you have defined a custom property, it can be used in a policy search criteria, see Section Search criteria on page 110 in Chapter 12 Defining Policies for more information. Page 67 of 157

68 The Search and Retrieval Website The Search and Retrieval Website allows you to search for words or phrases from the archive. You can additionally limit the search by attachment names, from users, to users, date ranges, words to exclude etc. When the results are listed you can open any of the messages found or modify the search. You can get to the Search and Retrieval Website by three methods. If you are running Outlook 2000 or later, click on the Search archive folder in your mailbox (created after the first time a policy has archived mail for you, if it is configured to do so) and the Search and Retrieval Website s search form will appear. Run a web browser and go to the Search and Retrieval Website s URL, as configured on the Status node. This can be done from a desktop system running Internet Explorer 5.5 or later, or a Smart Phone or Pocket PC running Pocket Internet Explorer 5 or later. If you are running Outlook Web Access, click on the 'Search archive' folder in your mailbox and you will see a single message there, which contains the URL to the Search and Retrieval Website. The website will detect your primary browser language, and display the search form in whichever language and using whichever date format is most appropriate. When you first connect, you will be asked to supply a username/password for authentication. If these details are correct and you check the box to remember me, the authentication (but not the password) will be stored for 30 days. You will only be allowed to use the Search and Retrieval Website for searching if the authenticated user has an associated mailbox, and you have been granted rights to search into the archive of at least one mailbox. You will be shown a hierarchy containing the stores (mailboxes and PSTs) that you are allowed to search, and the folders within those stores. Selecting any folder will display the messages archived from that folder. There is a Search terms box if you type a phrase there and click the search button next to it, it will then search the archive to find items which contain that phrase. You can select whether the search should apply just to the current folder, to all mailboxes that you are allowed to search in or to both the archive and the live mailbox. You can produce more sophisticated searches in the following ways: one AND two will find messages containing both words (this is the default if you just list words without an operator such as AND between them) one OR two will find messages containing one or other words one NEAR two will find messages containing both words within 10 words of each other crown jewels (a phrase in quotes) will find messages containing both words together as a phrase (one OR two) AND three (a search expression in brackets) will find messages containing three and either one or two *day (use of * as a wildcard) will match any word ending day a star * can be used anywhere in a word to indicate any number of missing letters thurs??? (use of? as a wildcard) will match any word starting thurs followed by exactly 3 letters a question mark? can be used anywhere in a word to indicate one missing letter Page 68 of 157

69 Next to the search button is the advanced search button which will bring up a dialog containing more search options. When a message is opened it is retrieved into the retrieved items folder in your mailbox and display in a new window using either Outlook or OWA if it is available. If neither can be used, you can still go to your retrieved items folder in your mailbox to find the message. There is no automatic deletion of retrieved items, so you should consider if you want to manually delete any items you retrieve. When messages are archived, they are replaced with a message link, which contains much of the original mail characteristics such as the subject and some of the body. It includes an URL which, when selected, uses the Search and Retrieval Website to show a summary of the message, and then it can be retrieved and opened if required. It will use OWA if it is available, but if OWA is not enabled, you can still go to your retrieved items folder in your mailbox to find the message. Because this behavior is supplied by the Search and Retrieval Website, you should make sure the Search and Retrieval Website is correctly configured even if you don t want users to search into their archives. The Search and Retrieval Website is also used by Quick Link so that users can retrieve archived items using Outlook in the same way as they view non-archived mail. There is no user interface aspect to this functionality. The PST Processor As well as processing messages in mailboxes and public folders, ArchiveOne can process messages in Personal Storage Files, or PSTs. This can be done against PSTs that are attached to a user s profile, but also against PSTs that are uncoupled that is, PSTs not necessarily connected to an Outlook profile, by specifying base directories to search. If you are intending to use the PST Processor to process uncoupled PSTS (that is, PSTs not connected to Outlook) associated with mailboxes hosted on Exchange Online, please contact C2C Support. There are two different kinds of operations that can be performed on a PST file once it has been found. Which you choose will depend on your requirements, but typically the more data the operation gathers, the longer it will take. Simple discovery this records the PST filename, path and size, for review later. Policy as well as the data recorded by simple discovery, this also applies any policy criteria and actions, in order, for instance, to find messages containing a given word, or copy messages with attachment with a given file extension to a public folder. PST archiving makes use of a temporary area, within the Server data area configured by running the Configuration Wizard (select Run Configuration Wizard from the Status node s menu) to store messages to be archived. PST data will rest in this area between being found by PST processing and being archived, but this will typically be only a few hours at most. You should ensure that there is enough space in the disk area indicated by this path to hold temporary copies of all the mails in PSTs you are going to archive that have not yet completed archiving. Ideally you should monitor the size of this area as you introduce new PSTs for archiving, to ensure it is never flooded. Page 69 of 157

70 If you change this path and you have already done PST archiving that has not completed, you must ensure that you move all the data in the old location to the new location. The PST Processor sends data through the Search and Retrieval Website to the ArchiveOne Service to be added to the archive. You must ensure that any PCs who will be running the PST Processor have all configuration required to get access to the Search and Retrieval Website without prompting for instance, if your Search and Retrieval Website is access through HTTPS, the PC running the PST Processor must have the necessary certificates installed and trusted so that users aren t prompted for authentication or for certificate acceptance. When the ArchiveOne service was installed, a subdirectory of its installation directory was created and shared containing all the files required for PST processing. This includes 32bit and 64bit versions of the PST processor, and supporting components for running IFiltering when necessary. You can copy the PST processor from this folder (it doesn t need to be installed on any server on which it s run) but if you do so, you should copy all the other files in the folder as well. If you want to run PST Processing, you must first arrange for the program AOnePolPSTProc.EXE to be run on the client machine: If running in coupled mode, this would typically be done when your users log into their PCs typically this would be done through a login script. If running in uncoupled mode, this can be run as any user but the user who runs the PST Processor must have rights to log into the mailboxes which are going to be associated with the PSTs found. If a PST is going to be associated with mailbox X then the user running the PST Processor has to have rights to log into mailbox X because, for instance, the policy action may be to move data from the PST into the mailbox. Processing in uncoupled mode would typically be done by an administrator from the command line, not by login script for every user. In versions of ArchiveOne prior to 6.3, the PST Processor was configured using command line options. With version 6.3 and later, the only command line option required for the PST Processor is the URL of a service, AOnePstManagement.asmx, which will provide its configuration. Launch PST Processor with a command line such as this: \\myarchiveserver\pstprocessor\aonepolpstproc.exe On this command line: Replace myarchiveserver with the archive server name (or copy all the files from that share into another convenient shared location and use the path to that) Replace mywebserver with the server name of the server hosting the Search and Retrieval website Use https rather than http if appropriate for the web server In the shared directory there are executables for 32bit and 64bit, however you should always launch the 32bit and it will transfer control to the 64bit one if appropriate An example of this command line with values from your configuration is given in ArchiveOne Admin, see later To configure the behavior of PST Processor, use the PST Processor Configuration dialog in ArchiveOne Admin see Section Coupled and Uncoupled PSTs Nodes on page 63 in Chapter 6 Using ArchiveOne. Page 70 of 157

71 Other notes about PST Processor operation: If run only in coupled mode (looking for PSTs in Outlook), the program will wait until Outlook has started and logged in, then check to see if any policies are configured and process accordingly. If run in uncoupled mode (looking for PSTs on local hard drives), the program will check to see if any policies are configured and if so search the specified path for PSTs and process accordingly. However, uncoupled PSTs won t be processed until they have been associated with a mailbox. This is an option on the Uncoupled PSTs node see Section Coupled and Uncoupled PSTs Nodes on page 63 in Chapter 6 Using ArchiveOne. If you want to run a policy, create a policy as normal in ArchiveOne Admin, and on the "Where to search" page select PST folders. Configure the range of dates through which you want the search to be performed. Subsequently, any user that logs in (which starts up AOnePolPSTProc.EXE) and then logs into Outlook will run any configured policies, as long as the current date is between the policy's start and end dates, and as long as the user is enabled to archive. By default, PST Processor will not process a PST unless the PST is enabled on the Coupled PSTs or Uncoupled PSTs node (it will not appear until the PST Processor has found the PST at least once). To enable processing of selected PSTs, you should select each PST you want to process on this node and click the Enable processing of PST toolbar button to enable processing for it. This can be used to prevent flooding Exchange with data if the PST Processor discovers more PSTs than you anticipated. If you are using the Uncoupled PSTs node then the Enable processing of PST option will not be available until the PST has been associated with a mailbox see Section Coupled and Uncoupled PSTs Nodes on page 63 in Chapter 6 Using ArchiveOne. As an alternative to this, you can configure PST Processor to process all PSTs without waiting for them to be enabled. To do this, right-click on the Coupled PSTs or Uncoupled PSTs node and choose Process all PSTs. To change back to the previous system, choose Process enabled PSTs only. In addition to this, if processing uncoupled PSTs, they must be associated with a mailbox. This is needed for policy actions such as archive, so that when the PST items are archived, they are stored as though they were from the specified mailbox, and this means that any user allowed to search into the archive of that mailbox is also allowed to search these PST items. If there is no mailbox associated with a PST (which is the default state when a PST is first discovered) then the PST will not be processed. To configure a mailbox for a PST, find the PST listed in the Uncoupled PSTs node, right-click on it and choose Set Mailbox. One of the operations that can be done on PSTs is to migrate them, which involves archiving the data and then moving the remaining items from the PST into the owner s mailbox. If the mailbox has a storage limit, this runs a risk of exceeding that limit. To warn you of this problem, when you view the Coupled PSTs or Uncoupled PSTs node, the size of the mailbox and the warn limit size will be shown. If a PST is enabled and the mailbox size plus the size of the PST exceeds 90% of the warn limit, you will be alerted and an icon will be shown next to the PST. This is an over-cautious test, and you can choose to ignore it and process the PST anyway, but you should be aware of the issue. If you are not planning to migrate the PST data (if, for instance, you are only searching into PSTs) you can ignore the warning. As you are introducing PST processing to your organization, you should keep an eye on the temporary store for PST data see the comments above about the Server Data area. PST processing is configured with a PST migration warning limit, which by default is 1000Mb. This is to prevent flooding the PST temporary store. If the total size of the total number of enabled PSTs exceeds this figure, you will be warned. If you know you are not archiving the PST data, you Page 71 of 157

72 can ignore the warning. You can raise the limit by changing the limit on the PST Finalize page on the Status node configuration page. If you are running a policy that copies or moves messages to a public folder, you will have to ensure that any user who is going to run AOnePolPSTProc.EXE has permissions to write to the destination public folder, or the attempt to copy or move the message will fail. To view the results of the policy run, go to the Policies node in ArchiveOne Admin, right click on the policy and click View results PST runs. The results displayed may be up to an hour out of date, but will show all results found so far if the search is still running. You can speed up this process by choosing the Update PST results menu option from the Coupled PSTs or Uncoupled PSTs node s menu. If a user has encrypted PST files, then running AOnePolPSTProc.EXE may cause them to be prompted for the password for the PST file at a time when they don't expect it. If they don't give the password, then only simple discovery will happen for the PST file. The duration between the start and end dates should be long enough to ensure that each user will log in at least once over the period. If you specify an end date far into the future, then the policy will keep running, and the results will be continually updated. To see how processing of an individual PST is progressing, you can right-click on the PST icon in the tool tray and click show to see a dialog detailing the current activity, or you can hover the mouse over the tool tray icon to see a summary of progress. At any time, you can see what PST files have been found so far. Go to the "Coupled PSTs" or Uncoupled PSTs node in ArchiveOne Admin. These may be up to an hour out of date, but will show the details of all PST files found so far. As a part of the definition of the policy, you can also request the PST Processor to compact the PST on a regular basis. To do so, check the PST Compaction box on the policy Where to Search page and specify a time of the day or night (24 hour clock) to do the compaction. The PST Processor must be running at this time. PST files may be found and processed by either coupled or uncoupled PST processing. The same PST may appear on both the Coupled PSTs node and the Uncoupled PSTs node. If you are using PST processing for archiving, there are things you should be aware of: You should ensure that the date range that you have specified for your processing to run is wide enough to cover all processing. Policies that have Unarchive as their actions will be ignored for PSTs. By default, PST Processor will not process a PST unless the PST is enabled on the Coupled PSTs or Uncoupled PSTs node (it will not appear until the PST Processor has found the PST at least once). To enable processing of selected PSTs, you should select each PST you want to process on this node and click the Enable processing of PST toolbar button to enable processing for it. If you are using the Uncoupled PSTs node then the Enable processing of PST option will not be available until the PST has been associated with a mailbox. PST Processor will not process an uncoupled PST until it has been assigned a mailbox. To configure a mailbox for a PST, find the PST listed in the Uncoupled PSTs node, right-click on it and choose Set Mailbox. You won t be able to mark the PST as enabled until it has a mailbox assigned. Page 72 of 157

73 Further details of PST Migration can be found in Section PST Migration on page 73 in Chapter 6 Using ArchiveOne. PST Migration In addition to PST archiving and search operations, the PST Processor can also perform mass migration of items from a PST. By configuring an archiving policy with the PST Finalize option enabled, the PST Processor will, after archiving, move all the message links and other items within a PST into a designated folder within the user s mailbox. NOTE: migration will remove items from the original PST file. You may wish to back up the PSTs prior to running a migration policy. The procedure for performing PST migration is to first define a policy with suitable criteria. You must ensure that the PST Folders option in the Where to search page is set and the Action is set to Archive on the Actions page of the policy criteria dialog. By default, individual discovered PSTs must be enabled before they will be processed, by selecting the PST on the PST Discovered node and selecting the appropriate toolbar button to enable or disable the PST. You can change this behavior by selecting the Process all PSTs menu option on the PST Discovered node. It is recommended that you then run AOnePolPSTProc using the run continuously option on the Start and Stop page of the PST Configuration dialog see Section see Section The PST Processor on page 69 in Chapter 6 Using ArchiveOne. Once migration has completed, the PST will be removed from the Outlook profile. Finalization can be configured to run automatically when a PST gets below a specified size. If, for instance, you want to move data from a PST into the users mailbox, and don t want to add more than 10Mb of data to the mailbox, you can set this as the autofinalize threshold. Once the PST data is below this size (due to archiving), all remaining items in the PST will be moved into the mailbox. This means the completion of the PST will not be held up if there are a few items that can t be archived. To set auto-finalization, right-click on the Status node, choose Configure, then choose the PST Autofinalize tab. The destination folder in the user s mailbox that is used to hold the migrated PST items can be configured in the PST Processor Configuration dialog right-click on the Coupled PSTs node, choose PST Processor Configuration, choose a configuration, click on the Miscellaneous tab, specify the Migration root folder name at the bottom. The messages will be moved from the PST into a folder in the following hierarchy: the folder name configure as the Migration root folder name will be created in the root of the mailbox, then a subfolder will be created which is the name of the PST (eg Personal folders ), then a subfolder hierarchy which matches the hierarchy in the PST. Note that this means that if the user has two PSTs both called Personal folders, they will be combined into the same hierarchy when moved into the mailbox. If you are using PST Migration to move data into the user s mailbox then if the mailbox has a storage limit, this runs a risk of exceeding that limit. To warn you of this problem, when you view the Coupled PSTs or Uncoupled PSTs node, the size of the mailbox and the warn limit size will be shown. If a PST is enabled and the mailbox size plus the size of the PST exceeds 90% of the warn limit, you will be alerted and an icon will be shown next to the PST. This is an over-cautious test, and you can choose to ignore it and process the PST anyway, but you should be aware of the issue. If you are not Page 73 of 157

74 planning to migrate the PST data (if, for instance, you are only searching into PSTs) you can ignore the warning. Migration of PST messages into a mailbox may abort before completion if there is a quota limit on the size of the mailbox (for instance, if the mailbox is not allowed to receive mail if it exceeds 3Gb in size), and the process of moving messages into the mailbox meets this limit. To avoid this problem, the current size and quota size of mailboxes are listed on the Coupled PSTs or Uncoupled PSTs node so you can choose whether or not to enable the PST for processing. There are circumstances where the AOnePolPSTProc will not finalize, ie not move items out of the PST. These are as follows: If the PST holds messages that are still in the process of being archived, PST finalizing will be deferred. This is to ensure that the archiving process can completely finish prior to any finalizing. If the AOnePolPSTProc is executing multiple policies and another action is performed (for example, a copy), PST finalizing will be deferred. The AOnePolPSTProc ensures that the PST is in a static state before any migration will proceed. Retrieving Public Folder Items When public folder items are retrieved by a user, they are always retrieved into the user s Retrieved messages folder. This was not the behavior in versions of ArchiveOne Enterprise (Policy) prior to 6.0. Preparing for Offline Synchronizing ArchiveOne can be configured so that a laptop (or any other type of PC) that is sometimes online and sometimes offline to the network that the ArchiveOne Service is on can maintain a copy of the archive of a mailbox, which can be used when they are offline. This has the following requirements and features: The laptop must be running an OST copy of the server based mailbox. On a regular basis, the laptop must be connected to the network that the ArchiveOne Service is on, in such a way that they have the same access permissions as a standard PC that is permanently connected it is not sufficient just to have a dial-up connection, unless that gives the laptop fully authenticated access. Specifically, they need to be able to see server shares on the network. It requires Outlook 2000 or later on the laptop, and the Laptop Client component installed. When offline, laptop users will be able to view messages by viewing the message links in their mailbox (which will then view from the local copy of the archive) but they will not be able to search the archive. When online, laptop users will behave like any other user, including searching the archive. Archiving is only performed on the server. The laptop contains a copy of the server based archive of the mailbox, but it is never updated on the laptop. If the laptop is lost or stolen, a new laptop can be configured and can easily be brought up to date with the latest copy of the archive, with no loss of data (except for any mail that was not archived and not on the server copy of the mailbox). Whereas most mailbox archive data can be stored either on a hard drive or a storage manager, archive data for mailboxes that are being synchronized must be located on hard drive. This means it is the administrator s responsibility to ensure they are suitably backed up. Page 74 of 157

75 If multiple users share the laptop or one user accesses multiple mailboxes, the Laptop Client will keep local copies of the archives of all appropriate mailboxes up to date whenever it is online. The architecture is as follows: The administrator enables a mailbox for offline synchronization. They then archive the mailbox. During regular intervals (which can be scheduled), the ArchiveOne Service updates an offline repository that contains items just for this mailbox. This offline repository is temporary and is not required for backup. The ArchiveOne Service shares this offline repository as a network accessible share (viewable only to users who are allowed to search into the mailbox) if it is not already in a shared location. When the user logs into Outlook on the laptop, the Laptop Client software checks to see if the user s mailbox has an offline repository on the server. If so, it copies the offline repository data onto the laptop. It intercepts attempts to view message links in the mailbox, and if the laptop is currently offline, it uses the local copy of the archive. It regularly checks to see if it is online or not, and if it finds it is online, it copies any updated repository data (due to new archive runs) onto the laptop. In order to allow a user to synchronize the archive of their mail onto their laptop, the administrator needs to prepare with the following steps: Go to the Mailbox Manager node. Add the mailbox you want to enable for offline synchronization, if it s not there. Select the Enable checkbox in the Offline archive synchronization section of the mailbox properties dialog. You can optionally select the Configure button to change the default settings that will be used for offline archive synchronization. The defaults are taken from the Offline Archive page of the Status node configuration see Section Other Pages on page 95 in Chapter 9 Status Configuration Pages. By default, the ArchiveOne Service will update the offline repositories for any enabled mailbox at 6:00am every day. You can change this schedule by selecting the properties on the 'Status' node and then selecting the Offline Archive page. The Laptop Client component should be installed on the laptop, but it needs to know the Configuration server name of the server ArchiveOne is connecting to. See Section Installing the Laptop Client on page 43 in Chapter 4 Installation for details of how to install the software and specify the server name. When a user runs Outlook on any PC that has the Laptop Client installed, it will check to see if that mailbox has an offline repository available on the server, and if so will configure synchronization. Other issues to note are: Page 75 of 157

76 You can change whether a given mailbox is enabled for synchronization at any time. If you disable a mailbox for offline synchronization, the ArchiveOne Service will not update that particular offline repository until you re-enable it. You can change the mailbox repository at any time; it won t affect the availability of these messages when the laptop is working offline. The offline archives will contain all messages from all currently configured repositories for this mailbox. At any time you can force both the ArchiveOne Service and the laptop client to clear the currently stored offline cache and rebuild it from scratch. Select the Flush offline repository from the Mailbox Manager Node. The offline archive will then be re-built on the next schedule run. Advanced Auditing Most operations performed by ArchiveOne, such as starting policies and user retrieval, are recorded in the audit log. During configuration, you can select the server to host the Auditing service typically this will be the same server as the ArchiveOne service (the auditing service is installed with it) but you can specify an alternative server. You may want to do this if you have several ArchiveOne Enterprise products installed on different servers and want to centralize auditing. You can specify which of two different ways of storing audit logs to use: Audit to CSV files this requires no extra service to be installed, but there are no supplied tools to process audit logs written to CSV files. Audit to a SQL Server this uses the SQL Server which was configured during installation. You can then use the Web Administration website to search the audit logs see Chapter 16 Web Administration on page 125. You can change the way audit logs are stored (SQL to CSV or vice versa) but this will not transfer any existing log data from one store to the other. To do this, right-click on the Status node and select Run System Configuration Wizard. You can control the degree of auditing by right-clicking on the Status node, selecting Configuration and choosing the Audit level page. The advanced auditing level will generate a lot of audit logging (for instance, several audit events for each message archived) so if you choose this you are recommended to use full SQL Server, not SQL Server Express. Browse Archive Browse Archive is a feature which enables users to browse and retrieve their archived mails through a website or folder within Outlook. The archived mails are organized into the same folder hierarchy from which they were originally archived. This is what s used to display the archive hierarchy in the AOneSearch website. It is installed as part of the Search and Retrieval website. This feature uses a SQL Server or SQL Server Express database as an interim store for transient data (i.e. non critical data) which must be installed on the network accessible from the ArchiveOne service and Search and Retrieval website. This will have been configured during installation. To generate Browse Archive data, follow these steps: Run the ArchiveOne Administration Console Right click on the Status node and select Configuration Click on the Browse Archive tab Click Update Now to trigger an update Page 76 of 157

77 Click Status to view the update progress Configure a schedule on which the database update can be regularly run The next time an archive policy runs, a Browse archive folder will be created in user mailboxes, and selecting this folder in Outlook will cause it to show the Browse Archive website. Note that the SQL Server database is not critical to the archive, it only holds transient / temporary data that helps with the Browse Archive feature, so there is no need to backup or provide resilience for the Browse Archive database. If you need to rebuild or reconfigure the SQL Server, just repeat the steps above to populate a new database. Configuring SQL Server Both the Advanced Auditing and Browse Archive features require use of a SQL Server or SQL Server Express. You can use the same SQL Server or SQL Server Express instance for both. If you are running SQL Server Express on the same server as the ArchiveOne Service (such as the one installed with Advanced Auditing) then no further configuration is required. If you are running SQL Server Express on another server, you can set the necessary permissions by making the ArchiveOne service account, such as 'mydomain\archiveoneadmin', a member of the machine's 'Administrators' group. If you are running SQL Server (or SQL Server Express but you do not want to change the Administrators' group, in which case you must also have installed 'Microsoft SQL Server Manager Studio') then follow these steps: Run 'Microsoft SQL Server Manager Studio' Select 'Security/Logins' Right-click and select 'New Login' Enter the name of the ArchiveOne service account, such as 'mydomain\archiveoneadmin' Select 'Server roles' Check the 'dbcreator' role Close 'Microsoft SQL Server Manager Studio' You must also ensure that the SQL Server TCP/IP protocol is enabled. To do this: Run SQL Server Configuration Manager Expand SQL Server Network configuration Select Protocols for MSSQLSERVER or the specific instance that you will be using If necessary, right click TCP/IP and then Enable Close SQL Server Configuration Manager Page 77 of 157

78 Client Settings Various aspects of clients (ie Quick Link) can be controlled from ArchiveOne Admin. This can be done for all users, or just for selected ones. You can see the client configuration dialog in one of two ways: To view the default values for clients, right-click on the Mailbox Manager node, choose Properties, then choose the Client Configuration page. To view the client configuration for a specific user, select the user in Mailbox Manager, right-click and choose Client Configuration, then click to override the global settings. The options that can be changed are: Enable Outlook Form registration, which will cause Quick Link to register Outlook forms for the appearance of Message Links Enable client tracing, which causes Quick Link to generate trace files Advanced, which allows an administrator or C2C Support to set additional behavior for clients, based on a given name and value. This feature should only be used with advice from C2C Support. Page 78 of 157

79 7 Using Client Components Quick Link Without the Quick Link client, when you click on a message link, you will see a URL at the bottom of the message. To retrieve the item, you can click on it, and will be shown the archived message using OWA. As an alternative, if you have Quick Link installed, when you view the message link in the preview pane they will see the start of the message with some instruction, and when you double-click to view, the archived message will be retrieved and shown using Outlook, if it is available. So, when directly connected to a fast archive, you will not experience any difference, whether the message being viewed has been archived or not. If you are using Outlook 2002 in offline (OST) mode or Outlook 2003 or later in cached or offline mode then you may find that when viewing your inbox, message links use the mail message icon rather than the message link icon. This is due to the way Outlook caches the forms library, which you can fix by turning on synchronizing the forms library. To do this, in Outlook 2003 or later, choose Tools, Send/Receive, Send/Receive Settings, Define Send/Receive Groups, then select a group, click Edit, and check the Synchronize Forms box, and repeat for each group. The display of message links in the preview pane relies on the preview behavior of Outlook. In particular, Outlook 2002 from Office XP does not allow message links to be previewed. For details of installation and pre-requisites for Quick Link, see Section Installing Quick Link on page 42 in Chapter 4 Installation. The Laptop Client If you are using a laptop (or any other PC) which has Laptop Client installed, and you connect to a mailbox that has been prepared for offline synchronization by an administrator, then while you are online the Laptop Client will silently copy the archive of the mailbox onto the laptop s local hard drive, and while you are offline any attempt to retrieve from the archive will retrieve from the local copy of the archive. When it is installed, by default it will regularly attempt to synchronize the archive of the mailbox onto your laptop, but abort if the laptop is not online to the network you don t need Outlook running to do this. This means that if you spend several hours a day with your laptop connected to the network, your laptop s copy of the archive of your mail will be kept up to date without any further interaction. On Outlook s Tools/Options dialog, you can check details of Laptop Client, and change configuration parameters such as the frequency of checking online or synchronizing. You can manage the list of mailboxes you are synchronizing for instance, to delete the local archive of a mailbox you no longer log into (this won t affect the server copy of the archive) or to move a local archive to a different hard drive. You can check the activity log if you are interested in seeing when synchronization is happening and how much data is synchronized each time, and you can turn on the tool tray icon (an icon that appears next to the clock on your desktop) which will let you control synchronization when Outlook is not running. Some methods of connectivity to the server (HTTP/HTTPS) require authentication. If Laptop Client requires authentication, a message will pop up in the bottom right hand corner of your screen. Click Page 79 of 157

80 on this and you will be prompted for a username and password, which will be authenticated at the server. If this is successful, you may be prompted again in 30 days to re-authenticate. For more information about offline synchronization, see Section Preparing for Offline Synchronizing on page 74 in Chapter 6 Using ArchiveOne. The Laptop Client component includes Quick Link see Section Quick Link on page 79 in Chapter 7 Using Client Components. For details of installation and pre-requisites for Laptop Client, see Section Installing the Laptop Client on page 42 in Chapter 4 Installation. Page 80 of 157

81 8 Roles and Users Management Roles and Users introduction An administrator can grant other users rights to perform certain tasks within ArchiveOne Admin while preventing them from performing other tasks. For instance, typically a Compliance Officer should be able to search into any repositories for which he or she is responsible, but should not be allowed to change its configuration. This is done by assigning users to roles. A role defines what the user can or cannot do. A user in this case is the logged-on Windows user that is running ArchiveOne Admin there is no separate logon process. The following roles are pre-configured in ArchiveOne, and you can create your own roles based on them: ADMINISTRATOR able to do anything including changing permissions (except for scheduled emptying of the recycle bin). POLICY ADMINISTRATOR able to define and run policies but not search archive. ARCHIVE ADMINISTRATOR able to edit repositories and search archive but not define or run policies. COMPLIANCE OFFICER able to search archive but not define or run policies. OPERATOR able to run policies but not define them or search archive. READ ONLY able to view configuration but not change it or run any actions. The pre-defined roles all have names with all capital letters. Some basic concepts are: The concept of roles only covers features of ArchiveOne Admin, it does not affect how users use the Search and Retrieval Website to find and retrieve their mail. No user can use any feature of ArchiveOne unless they are a member of the ArchiveOne Policy Administrative Users group, which by default is called ArchiveOneUsers. Only members of this group are allowed to run ArchiveOne Admin. A user can be assigned an explicit role, which will define how they can interact with all parts of ArchiveOne Admin. There is a default role, which is the role used for any user who does not have an explicit role. There must be either a user with the ADMINISTRATOR role or ADMINISTRATOR must be the default role this is to prevent getting to a situation where no-one has rights to change any rights. A user can be assigned a different role on a specific object (that is, a policy, repository or archive search object). For instance, a user could have a general role of READ ONLY but have a role of COMPLIANCE OFFICER on a particular archive search. This would enable the user to run that archive search, but no other. The pre-defined roles cannot be changed, but new roles can be created and deleted and their permissions changed, and then used in the same way as the pre-defined ones. Configuration changes will not necessarily be honored until ArchiveOne Admin is restarted. Many changes will have immediate effect, but not all in particular, if a change is made that should Page 81 of 157

82 make a node invisible for the current user, the node may still be visible until ArchiveOne Admin is restarted. Adding and deleting users in the Users Group A user must be a member of the ArchiveOne Users group (by default called ArchiveOneUsers ) in order to be assigned a role. If they are not a member of this group, they will not be allowed to run ArchiveOne Admin. To update this group, click on the Roles and Users node and choose the Users sub-node. This will display the list of users in the ArchiveOne Users group. To add a user to the group, click on the toolbar button. The Select Users or Groups dialog is displayed: Choose Users and/or Groups, and the location. Either type the user names in full, or type partial names, press the Check Names button, select the users, and click OK. Click OK to add the users. The new users will use the default role. To remove a user from the group, right-click on the user and press Delete. Only users allowed to edit that group (by default, members of the Administrators or Account Operators group) will be allowed to make changes using this option. Assigning roles for users Click on the Roles and Users node and select the Users sub-node. This will display the list of users in the ArchiveOne Users group. Users who have been explicitly assigned a role will have the role listed in the Roles column. For users using the default role, the role will be displayed as Default with the current default role displayed in parentheses. To change the default role, see Section Creating and deleting roles on page 82 in Chapter 8 Roles and Users Management. To assign a role to a user, right-click on the user, click on Change role, and select the desired role from the list. This includes the option to assign the default role. The role currently assigned to the user is ticked. Creating and deleting roles ArchiveOne comes with a set of pre-defined roles, and you can define your own roles based on them. To review the available roles, click on the Roles and Users node and select the Roles sub-node. Press the Create a New Role toolbar button to display the Create New Role dialog. Typically, a new role will be similar to an existing one, and you must specify which role you want your new role to be Page 82 of 157

83 based on. All its rights assignments will be copied over. A new role will be useable on any node. Press OK, and the Role Definitions dialog will be displayed to allow you to change the permissions for the new role. To delete a role you created, select the role and click on the Delete role toolbar button. If there are any references to that role assigned to users, you will be warned, and if you proceed, those users will be assigned the default role. To change the default role, select the role that is to be the default. Right-click and press Set as default. Defining roles behavior To review the available roles, click on the Roles and Users node and select the Roles sub-node. For each role there is a column for each ArchiveOne Admin node, indicating whether the permissions for the role on that node are Full, Partial, or None. To review or change the permissions for a role, select the role and press the Properties toolbar button. This will display the Role definitions dialog: The ArchiveOne Admin nodes are displayed in the top window. Select a node to display the permissions for that node in the bottom window. If the role is fixed, the permissions are grayed. Check or uncheck each permission as required. Page 83 of 157

84 Permissions can also be reviewed per node. Select the desired node (such as the Repositories node) and press the Role definition menu option or the Configure roles and their permissions toolbar button. The Role definitions dialog is displayed. The roles are displayed in the top window. Select a role to display the permissions for that role in the bottom window. If the role is fixed, the permissions are grayed. Check or uncheck each permission as required. Alternatively, you can review the role configuration for roles in the way they control access to the widgets on the ArchiveOne Web Admin website by click on the Web Roles node. In general, the rights available on a node correspond to the menu options on that node. For instance, if you have the Run Searches right, then you will be allowed to start a search, and view and retrieve messages. One exception to this, is that no pre-defined role has the Schedule option on the Recycle bin node enabled. To enable this option, which should be done with caution, you must create a custom role and assign it this permission. See Section Recycle Bin Node on page 66 in Chapter 6 Using ArchiveOne. Overrides Any user can have a different role defined for any specific repository, archive search, or mailbox object. This can be used to specify that a particular user has, for instance, the ADMINISRATOR role for a particular repository, whereas their usual role of READ ONLY would apply for all other repositories and other objects. Click on a suitable object (for instance, click on the Repositories node and select one of the repositories listed there) and choose the Role assignment toolbar button. This will display the Repository Role Assignment dialog. Any user who is a member of the ArchiveOne Users group can be added to this dialog. If a user is removed from that group, they may still have an entry on this dialog but it will be ignored, as the user will not be allowed to use ArchiveOne Admin. Role assignments on this dialog will only affect the selected object. If a user is not listed on this dialog, their rights on this object will be the same as their rights on all other objects, either explicitly or through the default role. Page 84 of 157

85 To view a summary of role assignments on all objects, select the Roles and Users node and the Overrides sub-node. As with all Admin displays, the column order can be changed by dragging the column title bar and the row order can be sorted by clicking on the appropriate column heading. This is useful here for grouping nodes or users. Overrides do not apply to ArchiveOne Web Admin widget permissions. Defining the mailbox search list Each role can be configured with a list of mailboxes that can be used to limit the scope of policy operations. This task is usually performed by an administrator to limit the scope of searches for a particular role. If a user has a role that has a defined mailbox search list, they will be able to configure a policy to search any mailbox, but only mailboxes in the defined list will be searched the policy results will include the list of mailboxes not searched due to not being in the allowed list for their role. The typical use would be to define a role for the supervisor of a department, and to define the mailbox search list for that role to be just the distribution list of all members of the department. Then any user using ArchiveOne Admin as a user with that role will only be able to search into members of the department. Selecting the Set mailbox search list button whilst on the Roles node will display the following dialog box: This dialog box has two options to define the mailbox search list. Select the Search All Mailboxes option to allow this role unlimited access to all mailboxes in your environment. Select the Selected Mailboxes or Dlists option to define a range of mailboxes that this role can search. Selecting the Browse button allows you to add & remove mailboxes from the search list. Import and export The configuration of roles, rights and users can be transferred between different installations of ArchiveOne. The configuration is encapsulated by two files, each of which can be exported from one installation and imported into another: Page 85 of 157

86 A Role Permissions file with extension.c2croles this contains the configuration of roles and rights, specifically the rights that have been assigned to user defined roles on the Role Definition dialog. This can be transferred between any ArchiveOne installations. A Web Role Permissions file with extension.c2cwebroles this contains the configuration of roles and rights, specifically the rights that have been assigned to ArchiveOne Web Admin widgets. This can be transferred between any ArchiveOne installations. A Role Assignment file with extension.c2cusers this contains the configuration of users, roles and objects, specifically the list of users and rights on the General Role Assignment dialog and the Role Assignment dialogs for all objects. This should only be transferred between ArchiveOne installations in the same security environment (such as a trusted domain). When exporting, you can use these or other names but you should specify the directory you want them to be written into. When importing, you should select the files you previously exported. You should be cautious when importing these configuration files. Specifically: If you import a Role Permissions file (with extension.c2croles ), it will overwrite the existing roles and rights configuration. If you have defined a role and assigned it to a user, then imported a SecRolesPerms.C2Croles file which does not include that role, there may be unexpected behavior (the default role will be used in place of the missing role). If you import a Role Assignment file (with extension.c2cusers ) into a different security environment such as an untrusted domain, none of the users defined in the file will be recognized by ArchiveOne and will not relate to any user of ArchiveOne Admin in that domain. If a user is assigned to a role that does not exist in the system being imported, the default role will be used instead. If you are planning to import both files into a system, you should import the Role Permissions file first to establish the roles, then the Role Assignment file to establish the knowledge of who has those roles. If you import them the other way around, the users named in the Role Assignment file may be assigned roles which don t yet exist, so will use the default role instead. Importing either file will not affect the list of users in the ArchiveOne Users Group. If you export role data from one system, then import into another system that has some users in common with the first and others not in common, then no update to the ArchiveOne Users Group will occur, and the roles information for users not in the new system will be discarded. Whenever you import either file, the old file data is automatically saved to the ArchiveOne Admin installation directory, with a filename (before the extension) ending with the date and time of the import, eg SecRolesPerms_ C2Croles. This can be used to revert back to a known working configuration. Other administration issues When an instance of ArchiveOne Admin views any part of the security configuration, it locks the configuration to prevent another instance of ArchiveOne Admin viewing and changing the configuration, which could cause one set of changes to be overwritten by another. If an instance of ArchiveOne Admin should ever lose server connectivity or terminate unexpectedly while viewing one of the security configuration dialogs, this could cause the service to disallow any new instance of ArchiveOne Admin from viewing the configuration, since it believes the first instance may still be running. If this happens, right-click on the Role Management node and choose Clear lock from the menu. Page 86 of 157

87 There are two sets of files that you should be aware of: The files SecRolesPerms.C2Croles, SecNodesObjects.C2Cusers and WebSecRolesPerms.C2Croles.xml stored in the subdirectory AOnePol_Security of the installation directory are the ArchiveOne Service s master configuration files. The AOnePol_Security directory should be configured securely, so that unauthorized users can not change or remove them. If these files are deleted, the security configuration will revert to the installation default. The files SecRolesPerms.C2Croles and SecNodesObjects.C2Cusers stored in the C2C Systems directory under the Application Data directory under the current user s Documents and Settings directory are ArchiveOne Admin s temporary cache of the security settings. They do not need to be secured, and can be deleted without compromising security. They are refreshed each time the user connects to the service. An audit is maintained of every change made to the security configuration see Appendix C Data Files on page 142 for more information. Page 87 of 157

88 9 Status Configuration Pages The following sections detail the configuration options available to on ArchiveOne Status node. These can be viewed in one of two ways: Clicking on the Configure menu option or Configure the engine toolbar button when the 'Status' node is selected. This allows you to go directly to any page you want to change. The details that can be changed through this method are ones you can safely change without risk of corrupting the archived data. Clicking on the Configuration Wizard menu option when the 'Status' node is selected. This leads you through each page, and is done automatically the first time you run ArchiveOne, along with the Repository Configuration Wizard. You should be very cautious about changing any of the details you can access through this method if you have already archived data, since you could corrupt the archive by reconfiguring it. License Page This page allows you to configure your license key, which will either be an evaluation key or a key supplied by C2C Systems. Click the Review button to review your system and your license setting, and to enter a new license key. If you have been sent a new Full License key, you can type it or paste it into the box on this page and click on Test and install license. Type it carefully, since a character entered incorrectly will be reported as an invalid license. If the key is invalid, it will not overwrite your existing key. If your license is accepted, you should then go to the Mailbox Settings page to configure which mailboxes you want to have processed. If you are using an Evaluation License, then you can see here when it will expire. If you get any reports of license problems, you should look on this page to see what the problem is. In some cases there may be a replacement license issued by the C2C License Server. If you think this is the case, click the Verify button. Page 88 of 157

89 Also see Appendix B Licensing on page 141. System Optimization Page This page allows you to configure the optimization behavior used when archiving items. The Single Instance Storage process optimizes disk usage by spotting similarities between the item being archived and previously archived items then stores references from the new item to the old item. The new item then takes less disk space, but at a cost of the processing time taken to find similar items. Page 89 of 157

90 Retrieval Folder Page This page allows you to configure the public folder that is to be the base folder for all retrievals of messages from the archive using ArchiveOne Admin. It is not involved when users are retrieving messages from the archive using the Search and Retrieval Website then messages are always retrieved into the Retrieved messages folder in their mailbox. This folder s path must not overlap with the path of public folders in use for any other configuration item. For instance, the public folder configured for retrievals must not be a subfolder of the temporary folder for a repository. See Section Basic Configuration on page 47 in Chapter 5 Getting Started for more information. Page 90 of 157

91 Search URL Page This page allows you to specify the server name to be used for the Search and Retrieval Website. Check the comments on this page and in Section Choosing a Search and Retrieval Website location on page 24 in Chapter 3 Preparing for installation before choosing what server name to use. The page suggests a value for the server, but the box is initially blank, because you must consider carefully whether the suggested value is the right value for your installation. If you access the Search and Retrieval Website internally using an external name (specifically, a name which has dots in it) then you may need to add this site to your Trusted sites list in Internet Explorer to avoid an authentication request this can be done centrally using a Group Policy. You should check the Use SSL box if you require an SSL connection to your Search and Retrieval Website. Page 91 of 157

92 OWA Configuration Page This page allows you to specify whether or not the Search and Retrieval Website should try to use Outlook Web Access (OWA) to display s retrieved from the archive. You should check the Use SSL box if you require an SSL connection to your OWA service either the server hosting the mailbox or the front-end server accordingly. If some OWA servers are configured only for SSL and some not, choose the option that is most common, and ArchiveOne will cope with the exceptions. You can use a fixed server for OWA if you do not do so, the server hosting the mailbox will be used for OWA connections. If you choose to use a fixed server name, ArchiveOne Service will make some checks to ensure the suitability of the server. For instance, if you have selected to use SSL, it may check that the OWA server has a suitable SSL certificate (for instance, that it has the same server name as ArchiveOne Service is going to use to contact it). Page 92 of 157

93 Mailbox Folders Page This page allows you to specify the following options: Whether, by default, a 'Search' folder should be created in each mailbox. When this folder is clicked on in Outlook, it will show the Search and Retrieval Website. The names to use for the 'Search' and 'Retrieved' folders. Page 93 of 157

94 Server Data Location Page This page allows you to specify the location for storage of various temporary files on the ArchiveOne Service server. Note the warning on the page about changing the location after installation. Offline Archive Page Page 94 of 157

95 This page allows you to change the default values used when creating a new offline archive for a mailbox, and change the schedule on which they are generated and updated. For more information see Section Preparing for Offline Synchronizing on page 74 in Chapter 6 Using ArchiveOne. Audit Server Page This page allows you to specify the server running the ArchiveOne Audit service, which you can change if you have multiple ArchiveOne Enterprise installations and wish to use the same audit service for each of them. For more information, see Section Advanced Auditing on page 76 in Chapter 6 Using ArchiveOne. Other Pages If you view the Status node configuration you will see some other configuration pages: The Store Configuration page allows you to specify whether mailboxes added to the Mailbox Manager, or public folders added to the Public Folder Manager, should, by default, be enabled for processing, and to specify the default repository to use for mailboxes or public folders when they are added. You may be limited by your license in the number of mailboxes or public folders you can have enabled, which may prevent you from adding more mailboxes to the Mailbox Manager or public folders to Public Folder Manager. If you wish to add a group of mailboxes but only enable some of them, you may wish to turn off the option on this page, in order to add them disabled, then enable only the ones you want. The Advanced Audit page allows you to specify the storage type and destination of audit data. The Journal Cleanup page allows you to specify whether a message should be deleted from the journal once a message has been archived using journal archiving, and whether it should be deleted if it is unsuitable for archiving. Page 95 of 157

96 The User Text page allows you to change the text used in message links and Quick Link, which are visible to users. Generally you should only need to do this if you wish to translate the text into another language. The Manage Policy Results page allows you to specify how old a policy results file should get before it is deleted. The Database page allows you to specify whether Policy results should be written to a database, and if so, how to access it. Click Browse to define the connection only Access and SQL Server are supported. The Access database will be created but the SQL Server one must exist. In both cases, all required tables will be created in the database. See Appendix F Database Tables for more information. The Mail Results page allows you to specify to whom the results of 2 nd phase archiving should be sent, whether successful or not. If you add one or more users to the list on this page, they will receive a summary of archiving runs. This can be useful, particularly during the early stages of deployment, for confirming the process is running regularly as expected. The Create Folder page allows you to name a folder to be created in every enabled mailbox. This can be used to implement a feature such as Drag and Drop Archiving see Section Drag and drop archiving on page 122 in Chapter 13 Examples of Policy Functionality. You can alternatively specify to delete the named folder if the folder is not empty, it will do nothing. The Event Logging page allows you to specify what types of events you would like to have written to the Event Log of the PC running the ArchiveOne Service. These can be used by a third party application to monitor the events and track the behavior of ArchiveOne. For details of the events raised, see Appendix E Event Log Entries on page 146. The Index Maintenance page allows you to specify when (typically weekly) an optimization process should be run on the indexes. The Search Comments page allows you to specify whether or not anyone running an archive search should be asked to give a comment explaining why they are running the search. If they do so, it will be stored in the audit along with the details of the search. You can select whether they should be asked to give a comment, and whether it is mandatory (ie whether a blank comment is allowed). The PST Finalize page allows you to specify a warning limit for the total size of all PSTs to be migrated see Section PST Migration on page 73 in Chapter 6 Using ArchiveOne. The PST Auto-Finalize page allows you to enable auto finalization for PST's. To prevent your mailbox from becoming too large, you can limit the maximum size of a PST that is allowed to be finalized. The PST Tuning page allows you to configure various options to optimize the PST processing behavior. You can use the settings to throttle the PST processors that may be running concurrently in your environment and prevent them overloading your Exchange/Archive servers. There are three settings available - 'Cache Limit' allows you to limit the amount of temporary data that is uploaded during PST processing. If this limit is exceeded, the PST processors will pause until more space becomes available. 'Connections' allows you to limit the number of simultaneous PST Processor that can be made at any one time. If this limit is exceeded, the PST Processors will pause for a short time and then retry until a connection can be established. 'Timeout' - allows you to specify when a previous connection will be considered inactive. This then allows additional connections to be made by other PST Processors. The Browse Archive page allows you to configure the browse archive feature of ArchiveOne. You specify the database server that will host the Browse Archive database as well as a schedule that is used to define when the database is updated with new data. See Section Browse Archive on page 76 in Chapter 6 Using ArchiveOne. Page 96 of 157

97 The Audit Level page allows you to specify the level of auditing see Section Advanced Auditing on page 76 in Chapter 6 Using ArchiveOne. The System Health Mail Details page - see Section System Health Node on page 51 in Chapter 6 Using ArchiveOne. The URL Safe Mode page allows you to enable a way of generating URLs (these are used to refer to an OWA retrieved message when web-based message retrieval is being used) which is slower than standard by may be more reliable. Leave this option unchecked unless you are experiencing problems in this area. The Litigation Repositories page lets you specify the base directory from which all litigation repositories (that is, repositories created as a store of messages collected by running an Advanced Discovery Collection task) are created. You should ensure there is plenty of disk space available, depending on the amount of Collection you are likely to do. By default, Litigation Repositories are hidden from repository lists in ArchiveOne Admin (you can search them using Advanced Discovery) but you can make them visible using the check-box on this page. The Link Style page allows you to specify the format of message links created when messages are archived. Choose between Enhanced style (the HTML formatting of the original message is retained, and links are provided to retrieve attachments directly) or Legacy style (only a plain version of the body text is provided and no links to attachments this is typically smaller but is provided for compatibility with previous releases of ArchiveOne Enterprise (Policy)). The Safe Mode page allows you to turn on Safe Mode, either temporarily or permanently, which should only be used if you are experiencing problems processing messages, and ensures only one processing thread is run at a time. Safe Mode will automatically be turned on for the next policy run after a run that has caused ArchiveOne Service to be restarted by ArchiveOne Monitor Service. The Diagnostics page should be used in conjunction with C2C Support, as you will not find the trace files very readable if you are unfamiliar with them. In order to turn ArchiveOne Service tracing on, you must have suitable access to the appropriate server s registry. If you encounter a problem and C2C Support advise you to use diagnostic tracing, turn on the tracing here it will usually be sufficient to turn the tracing level to Standard, but for some problems, Advanced may be required (which creates a much larger trace file). Recreate the problem, then click the View Trace File button to see the trace. If it is a problem that stops the service and you need to restart the service in order to run admin, you may need to use View Previous Trace. Once you have collected the trace you require, you should turn tracing off, since if left on it will generate a large trace file, and may (slightly) slow down other processing. The View Trace Folder will open the folder used to store the service log files. You may want to use Clear trace files before you recreate an issue and then Capture all to create and show a zip file of traces from all components. If you have a support contract, you should describe what the problem is on the mail form and send the trace file to C2C Systems support at: support@c2c.com Page 97 of 157

98 10 Mailbox Archiving Wizard The following section details the mailbox archiving wizard available from the 'Run Mailbox Archiving Wizard' menu option on the 'Status' node. This wizard allows you to quickly configure a set of repositories and policies by answering a few simple questions. The advantage of this approach is that you can let the system build and configure the various items instead of having to do it manually. The first page allows you to specify the number of years of back data you want to create a repository for. You also specify how many years of future archiving you want to set up (Note: You can always rerun the wizard to extend these settings, any previously archived data will be preserved). Page 98 of 157

99 The next page then asks you what type of policy criteria you to use. You have two choices, either create policies that archive messages based on their age, or, create policies based on the size of the mailbox. If you decide to create policies based on the age of the message, you will be presented with the following page. Specify how old items must be before they are archived and then select 'Finish' to generate the policies and repositories. Page 99 of 157

100 If you decide to create policies based on the size of the mailbox, you will be presented with the following page. Specify at what percentage of a mailbox's quota should items be archived. Selecting 'Finish' will then generate you a set of repositories and policies. Page 100 of 157

101 11 Repository Configuration Pages The following sections detail the configuration options available on repositories. These can be viewed in one of two ways: Clicking on the Properties menu option or toolbar button when a repository node is selected. This allows you to go directly to any page you want to change. The details that can be changed through this method are ones you can safely change without risk of corrupting the archived data. Clicking on the Configuration Wizard menu option when a repository node is selected. This leads you through each page, and is done automatically the first time you create the repository or the first time you use ArchiveOne. You should be very cautious about changing any of the details you can access through this method if you have already archived data, since you could corrupt the archive by reconfiguring it. Repository Name Page This page only appears in the Repository Configuration Wizard, and allows you to configure the name of the repository. Page 101 of 157

102 Storage Manager Page This page only appears in the Configuration Wizard, and allows you to configure the type of third party storage management software you want to use. The drop-down list will display all storage managers configured on the ArchiveOne Service server, or any storage managers for which the configuration cannot be confirmed. Alternatively, you can choose not to use a storage manager and instead write files to local hard drive (or fast connected storage emulating local hard drive) in which case it is your responsibility to ensure it is adequately backed up. Page 102 of 157

103 Index Location Page This page only appears in the Configuration Wizard, and allows you to configure the Index Base Directory, which is the base directory for the long term storage of the index, which enables fast searching through all archived data. It requires a large amounts of disk space see Section Sizing on page 22 in Chapter 3 Preparing for installation. When configuring a repository that uses CA BrightStor ARCserve Backup or HP Storage Data Protector, you should ensure that the path to the repository index is written as a reference to a local drive, not a UNC, and in all cases you should ensure that the path to the repository index does not make use of a mapped drive, as the ArchiveOne Service does not see the same drive mappings as logged on users. Page 103 of 157

104 Archive Location Page with no Storage Manager This page only appears in the Configuration Wizard, and only if you are not using a third party storage manager. It allows you to configure the Archive Base Directory. This can be changed after archiving has been done, but you must ensure that all files and directories under the original Archive Base Directory are moved to the new Archive Base Directory, or you may corrupt the archive. Page 104 of 157

105 Archive Page with a Storage Manager This page only appears in the Configuration Wizard, and only if you are using a third party storage manager. It allows you to configure the following: If you are using CA BrightStor ARCserve Backup, the device group name of your storage device, from the drop-down list. If you are using HP OpenView Storage Data Protector, the device name of your storage device, from the drop-down list. If you are using QStar, the path to your Integral Volume by clicking the Browse button. If you are using PoINT (PowerFile or other hardware), the path to your PoINT system s repository drive, make sure to include the name of the volume set in the location path (example: I:\archive06 ). If you are using BridgeHead HT Data Repository, the name of your HT Data Repository (not to be confused with the name of your ArchiveOne Repository) If you are using a drive-mapped storage manager, the path to your storage manager drive or UNC, eg \\mystorage\share. If you are using a storage manager provided by a Storage Controller Module, you will see a Configure button on this page to configure the storage manager consult the documentation provided with the Storage Controller Module for details of how to configure the storage manager. The Archive Cache Directory to store files retrieved from storage. The Archive Cache Size. If you are using EMC 2 Centera, this page is split into two to cover more details: Page 105 of 157

106 The first page lists the DNS names or IP addresses of the Centera access nodes you wish to connect to. To do this enter the name or address in the control on the right and click Add. When you have entered all of the access nodes that you wish to use, click Test access nodes and ArchiveOne will attempt to connect to the Centera. If any nodes are not accessible, this information will be displayed and you can remove them from the list by highlighting them and clicking Remove. The same page also lets you specify the location (on the ArchiveOne Service server) of your Pool Entry Authorization file, if you have one. You will have been given this by the Centera Administrator if your Centera requires an access profile. On the second page, you can specify the Archive Cache Directory and Archive Cache Size, as specified above. Rate Control Page This page allows you to configure the archiving rate. This may be useful to limit the amount of data processed by ArchiveOne, in order to prevent your Exchange server being overrun at busy time for instance, to prevent the transaction logs filling up. Once the specified amount of data has been archived, the archiving policy will stop. Note that these are repository specific settings, and managing rate control in one repository will not prevent another repository causing Exchange server problems. Page 106 of 157

107 Retention Page This page allows you to configure the default retention period for messages in the repository. If the period is not indefinite, then once a message was created more than this period ago, it will no longer be found in a search by users, message links will report that the message has expired, and the next time an archive policy runs on the mailbox it will delete the message link. A standard administrative search will not find the item, unless the search status is set to search expired items. An administrator can update the retention period for a group of mails see Section Archive Updates on page 61 in Chapter 6 Using ArchiveOne. Other Pages If you view the properties of a repository, you will see some other configuration pages: The Index page allows you to configure a subdirectory name into which new index files are created. This will initially be 1, but you should change this if you want to extend the index onto a new hard drive, and you have mounted the new drive as a different subdirectory of the Index Base Directory. The Archive page allows you to configure a subdirectory name into which new archive files are created. This will initially be 1, but you should change this if you want to extend the archive onto a new hard drive, and you have mounted the new drive as a different subdirectory of the Archive Base Directory. The Temporary Data page allows you to specify where on local hard drive you would like to store temporary data that s generated and cleared each time the repository is updated. You should allow 3Gb of space for it. This defaults to a subdirectory of the Index Base Directory, which is sufficient unless your index is stored on a remote system since the archiving process will be fastest if the temporary data location is on fast connected store. The Legacy Archiving page is only needed to complete archiving of data partially archived using a version of ArchiveOne Enterprise (Policy) prior to version 5.2. Page 107 of 157

108 12 Defining Policies Policy Definition Clicking the Edit toolbar button or double clicking on the policy name on the Policies node displays the Policy Definition dialog. This allows you to specify all details of the policy. The configurable options are: Policy owning role to specify which role owns this policy, select from the dropdown list. Note, this option will be disabled if the role the user is running under does not have the Change policy owner right. Search criteria to specify what should be searched for, such as messages containing a particular word. If you don t specify any search criteria, all messages will be found. Where to search which mailboxes. When a policy is first created, it is configured to not search anywhere. You much change this to make a valid policy. When to search this specifies the schedule of when the ArchiveOne Service should run the policy. This is never by default, and you do not have to schedule a policy as you can run it using the Start now toolbar button when the policy is selected on the Policies node. When to stop this sets a time limit. The policy will stop searching for messages if it still running when this time limit is reached. Actions this specifies what to do with the messages found. By default, it just lists the messages. The View role search list allows you to review the list of mailboxes that the current policy owning role can search. The mailbox search list displayed here is read-only, to modify the list see Section Defining the mailbox search list on page 85 in Chapter 8 Roles and Users Management. Page 108 of 157

109 The Enabled for scheduling box allows you to enable or disable scheduling of the policy a disabled policy will not run automatically, but can be run using the Start now toolbar button when the policy is selected on the Policies node (see Section Policies Node on page 55 in Chapter 6 Using ArchiveOne). You cannot enable a policy for scheduling unless you have specified a schedule using the When to search button. If you click Done when you have no search criteria defined, or you have not specified where to search, you will be prompted to correct the problem. Policy owning role Every policy has an owning role. This is initially set to the role of the user who created the policy, but anyone who has the Change policy owner right can change the owning role of the policy. A user can only see the policies whose owning role is their role, unless they have the View others policies right, in which case they can see all policies. The ADMINISTRATOR role has both of these rights. An administrator could typically: Create a Supervisor role (based on the SUPERVISOR TEMPLATE role). Configure that role to only see policies it owns and not be able to change the owners of roles (these are already set for the SUPERVISOR TEMPLATE role). Configure the mailbox list for the role, which limits what mailboxes the role can search into. Grant that role to a member of the ArchiveOne Users group. Create some policies and select the owning role for the policies to be the Supervisor role. When that user logs in, they will only be able to see policies to which they have been granted access, and will be able to create their own policies (if they have the right to do so) but will only be able to search mailboxes in the role s mailbox list. Page 109 of 157

110 Search criteria This dialog lets you define the search criteria for your policy search. Search criteria are split into four levels: Store criteria, which include mailbox and PST criteria. Folder criteria. Message criteria, which includes the number of attachments. Attachment criteria. If you are selecting search criteria for attachments, you can choose whether all attachments should meet the criteria or only one. Click one of the buttons to define the search criteria for that level. Note that on the search criteria dialogs for each level, you can specify whether all or only one of the search criteria must be met (ie AND ing or OR ing the conditions together). However, criteria at each level must be met before the next level will be considered that is to say, criteria at different levels are always AND ed together. Page 110 of 157

111 This dialog lets you define the search criteria for your policy search. A search criterion has three parts, indicated by the three fields along the top of the dialog: A property of the message to search on click on the arrow to see the list of properties. Some of these are properties of the attachments, if any, to the message. A condition, such as contains or less than the range of conditions available depends on the type of the property (string or numeric). A value used to compare with the property s value. For instance, in the criterion Subject starts with hello, subject is the property, starts with the condition, and hello the value. If you enter multiple criteria, messages will only be found if they match all the criteria. The properties are in several groups: Standard message properties, such as: The subject of the message. The type of the message appointment, task, or normal message. The body of the message note this does not include attachments. When specifying a value to search for, you cannot specify an end-of-line character, and since the message usually ends with an end-of-line, then ends with is not a condition you can use. The message s from, to, cc and bcc. All forms of the user s address will be searched, including their display name, address and, if they are an internal user, all their proxy addresses (these are addresses as defined on other mail systems such as MSMail and SMTP) both with and without the address type prefix (eg SMTP: ). Note that a semicolon in an address (such as an X400 address) will be interpreted as a separator between alternative values to search for, not as a part of the address. The search criterion recipient includes from, to, cc and bcc. Page 111 of 157

112 The message s created, delivered, and last modified times you can enter dates (not times) for comparison, that must either be for a specific date, such as 1 st March 2004, or a relative date, such as 3 days ago. The total size, which includes attachments and is counted in K. Whether the message is a message link (one created by ArchiveOne when it moves a message into an archive). Attachment properties, such as: The attachment s filename note that you cannot use * as a wildcard in attachment filenames. For instance, if you want to search for attachments of type AVI, then don t set the criterion as Attachment filename contains *.AVI but use Attachment filename ends with.avi. The attachment s size, counted in K. The text in the attachment. See below. If the selected property is a property of an attachment, and the message doesn t have an attachment, then the message will necessarily fail the search. If there is more than one attachment, then the options at the bottom of the dialog select whether all the attachments have to meet the attachment criterion, or whether only one matching will do. For instance, if the criterion is Attachment size less than 20 (meaning 20K) and the message has no attachments, it will fail to meet the criterion. If it has two attachments, one of 10K and one of 30K, then the message will succeed if the attachments setting is on at least one attachment meets criteria but fail if the setting is all attachments meet criteria. The policy results file will highlight in bold all attachments that meet the criteria. The text in the attachment can be searched if the Document text search criterion is chosen. The process uses the Microsoft IFilter API to extract words from formatted documents, so any document format for which an IFilter is installed will be searched. These include text files, office documents and HTML. Office does not need to be installed. If the attachment is a ZIP file, all files inside the ZIP will be searched. Note that file types such as.log files won t be searched, because they are not registered file types even though they are usually text files. If you wish to search into other file types, you should enquire to the vendor of the application software that generates the file, to see if they have an IFilter DLL available. If PSTs are being searched using AOnePolPSTProc then searching into documents will use IFilter if it is available (if the PC running AOnePolPSTProc is Windows 2000 or later) or otherwise it will use a binary search into attachments (ie assume all attachments are text files). Folder properties, such as: The folder name. The folder s default message type. For instance, the Calendar folder has a default message type of appointments. When you create a new folder, you can specify what type of message the folder will contain by default. The folder path, including parent folders. Typically this is used for folders in mailboxes in order to identify a folder and its subfolders. Mailbox folder paths will always start with a \ character, and public folder paths will start with \ but not include the All Public Folders part. For instance, the criterion Folder path starts with \Inbox would find the Inbox folder and all subfolders, and Folder path starts with \Inbox\ will find subfolders of the Inbox but not the Inbox itself. Whether the folder is replicated. Page 112 of 157

113 Mailbox properties, such as: The size or number of messages in the mailbox. The size of the mailbox compared to its quota for instance, is the mailbox more than 90% of its quota size. There are three quotas that can be defined for a mailbox using Active Directory Users and Computers, called Issue warning at, Prohibit send at and Prohibit send and receive at, which are the three limits that ArchiveOne can compare against. Properties specific to appointments and tasks. You should be aware that checking for recurring appointments won t always be predictable for instance, trying to delete all appointments before a given date might either delete all instances of a recurring appointment or none of them, depending on when the recurring appointment was created. We suggest you combine such actions with the is appointment recurring criterion and only delete non-recurring appointments. Appointment busy status (0-3) which can be 0=free, 1=tentative, 2=busy or 3=out of office. Task status (0-4) which can be 0=not started, 1=in progress, 2=completed, 3=waiting on someone else or 4=deferred. Less commonly used message properties, such as: The conversation name, which is a property common to an original message and its replies (typically it s the subject of the original message) this is used by Outlook to group messages and replies together. Importance, as set by the message sender from Outlook this can be 0 (low), 1 (normal) or 2 (high). Priority this is a property assigned by the messaging system of what priority to give processing the message, and can be 1 (non-urgent), 0 (normal) or 1 (urgent) Sensitivity, as set by the message sender from Outlook this can be 0 (normal), 1 (personal), 2 (private) or 3 (company confidential). Message class this can be used to distinguish forms from normal messages. The read/unread status of the messages. This is only meaningful for messages in mailboxes, and corresponds to whether the message appears in bold in the list of messages in Outlook. If a read message is changed to unread status using the Outlook menu option, then it will appear to be unread by ArchiveOne. Enter the criterion details and click Add to add it to the list. If you have defined any custom properties to search for (see Section Custom Properties on page 67 in Chapter 6 Using ArchiveOne), these will be listed in the Property drop down list under the Custom properties heading. If there are multiple criteria, you can choose whether the object will be selected only if it meets all the criteria. If you only define search criteria at, for instance, the folder level, then all messages in matching folders will still be processed. You can remove the selected criterion, or all of them, using the appropriate buttons. If the property being searched for is text, then you can specify multiple alternative values the message will be selected if any of the alternatives are found. Specify alternatives by putting semicolons between the alternatives in the value box. For instance, the criterion Body text contains Page 113 of 157

114 christmas;easter will find all messages referring to either Christmas or Easter. The criterion Attachment filename ends with.exe;.dll;.ocx will find any attached EXE, DLL or OCX files. Some of the text search criteria have (word) after them. This means they search for whole words. For instance, the criterion Subject contains at would select messages with a subject such as bats since the word bats contains the word at within it, but the criterion Subject contains (word) at would only select messages which contain at as a word on its own (preceded and followed by characters which are not letters). All searches are case insensitive. You cannot search for a semicolon (it will be interpreted as specifying alternatives) or special characters such as end-of-line or tab, and you can search for a star ( * ) but you will be warned, in case you are trying to use it as a wildcard character. All spaces are included in the search, so if you put a space either side of a semicolon, as in christmas ; easter then the message must have a space there as well in order to match. During a search, the 'subject', 'body' and 'subject and body' criteria and the attachment criteria (name, size and attachment content) will be applied to embedded messages, but no other criteria (such as delivery time). That is to say, a search for subject contains X will find a message that has an embedded message that has a subject that contains X, but a search for delivered more that 100 days ago will NOT find a message that was delivered more recently than 100 days but has an embedded message that was delivered more than 100 days ago. Page 114 of 157

115 Where to search You can select which mailboxes or public folders are processed by ArchiveOne by using the Where to search button. ArchiveOne will only process mailboxes that are enabled on the Mailbox Manager node of ArchiveOne Admin (see Section Mailbox Manager Node on page 54 in Chapter 6 Using ArchiveOne). You can select distribution lists as well as mailboxes. If a subset of the members of the distribution list are enabled on the Mailbox Settings page then only that subset will be processed. The distribution list will be remembered, in the sense that if a user is added to the list, this policy will process the added user as well. If the selected mailboxes are hosted on a number of Exchange servers, ArchiveOne will process them in an order which optimizes the CPU load on these servers and the network usage. For instance, since ArchiveOne typically processes 5 mailboxes at a time, if the collection of mailboxes are hosted on 5 Exchange servers, it will initially processes one mailbox from each server at a time. For the selected mailboxes, you can use the What type of stores for these mailboxes? options to specify whether server based or PST based folders, or both are processed. If you choose the PST folders option, you can specify a date range within which PSTs will be processed. If you select the Compress PST after processing option, the PST Processor will attempt to compact PSTs at the specified time. You can also select that this policy should apply to uncoupled PSTs. Page 115 of 157

116 You can also specify whether the primary and/or archive mailboxes are processed for the selected users. Archive mailboxes were introduced in Exchange If you are using an earlier version of Exchange or if the user does not have an archive mailbox for their primary mailbox, then processing of the archive mailbox will be skipped. For more information on processing PSTs see Section The PST Processor on page 69 in Chapter 6 Using ArchiveOne). When to search You can specify the schedule for this policy by clicking on the When to search button. This allows you to set how regularly to run the policy, from only once ever to once an hour, every hour. Policies can be scheduled to run on specified days (eg every day, or every third Sunday) and, on those days, at specified times (eg once at 3am, or every 2 hours between 9am and 5pm). The options for specifying which days to run are: Never. Daily select the frequency, or select only weekdays. Weekly select the frequency and which days of the week you want the policy to run. You cannot specify multiple days and multiple weeks. A date to next run is calculated based on counting from the beginning of the year, so the task won t necessarily run at the next opportunity just because you have configured it now. Once set the date on which to run. If this date has passed, the task will not run. This can be useful to test running a task (such as a policy) overnight, without scheduling it to run regularly. The options under Time to Process specify whether to run the policy just once on the selected days (typically overnight) or run several times, in which case it will start at the given time and repeat at the given interval until the end time. You can specify a policy running across midnight in this way for Page 116 of 157

117 instance, you can have a task running hourly starting at 9pm and ending at 3am. The date is considered to be the date of the start of the block ie the 9pm, so you can configure a job running only on Saturdays from 9pm to 3am and it will run on Sunday morning. If multiple tasks are scheduled to run at the same time, they will run one after the other. A typical configuration would be to have all tasks run at 3am they will actually each be run in sequence starting at that time. You can specify a list of users to whom a report should be sent specifying the success or failure of the task, by clicking on the Mail results to whom button. If a schedule is set for a policy, it will become enabled for scheduling. If the schedule is set to Never then it will not be enabled for scheduling. When to stop With this option you can specify a maximum number of minutes for the policy to run. Once this time limit is reached the policy will stop searching for messages. Messages already selected for archiving will continue to be archived, but no new ones will be found. If the policy is restarted immediately, it will run from the beginning again, but should process quickly up to the point it started the last time it stopped, since there should be hardly any messages to be archived. This option does not affect the processing of PST folders. Page 117 of 157

118 Actions This dialog lets you define the actions that ArchiveOne should take when a message is found that matches the search criteria. The available options are: Nothing, just list them this is the default, and causes the matching messages to be listed in the results file (as the other actions do) but no other specific actions to be performed. Archive message out of Exchange. For standard messages, this will move them and create a message link (see later), and for other item types such as calendar items, it will copy them to the archive. Copy this will copy the message to a public folder (which must exist), a PST file (which will be created in the named share if it doesn t exist) or a mailbox (under the named folder). Move this will copy the message to a public folder (which must exist), a PST file (which will be created in the named share if it doesn t exist) or a mailbox (under the named folder). Delete this can be used in one of four ways: Delete the message (move to dumpster if enabled) in the case of mailboxes, the messages are not moved to the Deleted items folder, they are deleted directly. If deleted item retention (the dumpster) is enabled, the message will be moved into it. Delete permanently (bypass the dumpster) delete the item such that deleted item recovery will not recover the item. Move to Deleted Items only appropriate to mailboxes, the messages are moved to the Deleted items folder so they can be recovered by users if required. Delete matching attachments this deletes all attachments which meet the criteria. This does not apply to attachments to attached messages (if, for instance, you select two messages in Outlook and click forward, the messages will be attached to a new Page 118 of 157